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Strategic Meeting Management Presentation 2009


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Why your company should implement a Strategic Meetings Management Program.

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Strategic Meeting Management Presentation 2009

  1. 1. Strategic Meeting Management Programs Meeting Planning Made Simple
  2. 2. Today’s Agenda <ul><li>What is Strategic Meetings Management Programs? </li></ul><ul><li>Why Should Organizations be Interested? What are the benefits? </li></ul><ul><li>Implementation of a Strategic Meeting Management Program </li></ul>
  3. 3. Knock, Knock <ul><li>The travel department </li></ul><ul><li>The procurement department </li></ul><ul><li>Your CFO </li></ul><ul><li>More accountability </li></ul><ul><li>Sarbanes-Oxley </li></ul>Who’s there?
  4. 4. The Problem <ul><li>No monitoring or visibility into meeting spend (unless there is a problem!) </li></ul><ul><li>Decentralized meetings management process </li></ul><ul><li>Data is held in inefficient, separate silos </li></ul><ul><li>Greater expectations </li></ul><ul><li>Time-consuming process </li></ul>
  5. 5. Strategic Meetings Management: Definitions <ul><li>Strategic Meetings Management programs bring accountability, consolidation, centralization and cost-consciousness to the meetings management process. </li></ul>“ SMM concentrates on meeting and event-related processes, spend, volumes, standards and suppliers to achieve quantitative cost-savings, superior service and effective risk mitigation.” NBTA Groups and Meetings Committee AKA: “Meeting Consolidation” The consolidation of meeting and/or event planning into a centralized, organization-wide, process.
  6. 6. The Objectives of SMM <ul><li>Gain visibility into the meetings process and spend </li></ul><ul><li>Manage meeting costs </li></ul><ul><li>Consolidate purchases for meeting suppliers </li></ul><ul><li>Streamline the meetings process </li></ul><ul><li>Reduce number of meetings, suppliers, etc. </li></ul><ul><li>Risk Mitigation </li></ul>
  7. 7. Where did SMM Start? In Travel Travel Department THEN NOW Meeting Planning Department
  8. 8. Where did SMM Start? In 3 Industries Pharmaceutical Financial Technology THEN NOW Companies of all kinds
  9. 9. Sharing Some Numbers – Making the Case The missing pieces of a larger puzzle 80% of meetings are usually not tracked and managed The Hidden Spend 60% of annual air volume or 0.5 % – 1% of annual sales volume Average Company Meeting Spend Estimated Organizations can save up to 20 % (estimated) of meeting related direct cost
  10. 10. Meetings Management: Savings Analysis Aberdeen Group, 2008
  11. 11. Key Reasons to Implement a Strategic Meetings Management Program <ul><li>Greater Visibility in Meetings </li></ul><ul><ul><ul><li>View all meeting and event activities, types and purposes, expenditures and suppliers </li></ul></ul></ul><ul><ul><ul><li>View Spend by vendor, meeting, department, etc. </li></ul></ul></ul><ul><ul><ul><li>Measure savings and ROI against established targets </li></ul></ul></ul><ul><li>Minimize Risk Exposure </li></ul><ul><ul><ul><li>Establishing policies and monitoring compliance to reduce legal, regulatory, financial and operational risks </li></ul></ul></ul><ul><ul><ul><li>Branding guidelines consistently applied </li></ul></ul></ul><ul><ul><ul><li>Better emergency preparedness – knowing where and when meetings are occurring and tracking attendee welfare and safety. Preparation for crisis management situations. </li></ul></ul></ul>
  12. 12. Reasons Continued… <ul><li>Improved Efficiency and Quality </li></ul><ul><ul><li>Optimize use of professional planners to ensure quality among all meetings and events </li></ul></ul><ul><ul><li>Use automation to streamline processes, enhance efficiency and maximize productivity. </li></ul></ul><ul><ul><li>Consistency in organization brand and service to attendees </li></ul></ul><ul><li>Increased Savings </li></ul><ul><ul><li>Consolidate meetings/group business to leverage and build preferred supplier networks </li></ul></ul><ul><ul><li>Effective supplier negotiations, using standard contracting practices and cancellation/attrition provisions. </li></ul></ul><ul><ul><li>Reduce time spent on meeting planning and site creation </li></ul></ul>
  13. 13. SMMP Foundation There’s not just one way…does not have to be all or nothing strategy: Small businesses can adopt SMMP piecemeal
  14. 14. Implementation of a Strategic Meeting Management Program
  15. 15. Key Components <ul><li>Approval </li></ul><ul><li>Primary purpose is to look at each opportunity, impact on costs and other issues on organization before commitments made and contracts signed. Minimize/eliminate rogue events booked on behalf of company </li></ul>Registration Gain knowledge of event in advance to measure support of company / department objectives. Require approval and registration in advance of the start of logistical planning. Acquire tracking number so all through process knows approval has been made.
  16. 16. Components continued… Sourcing/Procurement Hotel/Destination selection, negotiation and contracting process risk management Acquisition / Purchasing Limit the methods for meeting related expenses Increase the organizations ability to scrutinize expenditures associated with meetings. Planning / Execution Implement technologies to streamline planning and execution Data Analysis / Reporting Collection of meeting data to compare with planned outcome performance. Formulate possible performance metrics to compare against in future such as F&B budget, cost per attendee, etc.
  17. 17. Technology! Bringing it all together
  18. 18. Getting Started <ul><li>Define </li></ul><ul><ul><li>What is the opportunity to the organization </li></ul></ul><ul><ul><li>Develop stake holder list/who would be impacted </li></ul></ul><ul><ul><li>Find Executive Sponsor </li></ul></ul><ul><li>Measure </li></ul><ul><ul><li>Gain knowledge into current state of meeting spend through review of invoices, credit card data and other financial information in purchasing/finance departments </li></ul></ul><ul><ul><li>Survey meeting planners and other stakeholders to learn their present processes / current status. </li></ul></ul><ul><li>Analyze </li></ul><ul><ul><li>Determine cost of implementing SMMP versus benefits/opportunity </li></ul></ul><ul><li>Build </li></ul><ul><ul><li>Engage stakeholders (purchasing, procurement, travel, etc) </li></ul></ul><ul><ul><li>Prepare business case/road map to be followed </li></ul></ul><ul><ul><li>Write policy / program </li></ul></ul><ul><li>Implement </li></ul><ul><ul><li>Educate and train </li></ul></ul><ul><ul><li>Support </li></ul></ul><ul><ul><li>Monitor and maintain </li></ul></ul>
  19. 19. Additional Thoughts <ul><li>Decision process to implement typically takes 12-18 months </li></ul><ul><li>Complete adoption within an organization may take 3- 5 years (change does not come easy!) </li></ul><ul><li>SMMP is not a “one size fits all” program…every organization has different needs and may need certain components more so than others </li></ul><ul><li>For immediate savings – start with centralizing sourcing </li></ul><ul><li>SMMP certification coming soon. </li></ul><ul><li>NBTA is excellent source for information </li></ul>
  20. 20. Ron Puglisi Vice President of Global Accounts ConferenceDirect 512-965-4160 [email_address]