Strategic Meetings Management Program (SMMP)

Transcript:Strategic Meetings Management Program (SMMP):
Strategic Meetings Management Program (SMMP) Program Implementation PPT Template developed in conjunction with Cvent’s Business Case Template Current Situation - Inefficiencies Overlapping and redundant workflows in the meeting and events category Lack of SMM processes in place leads to multiple resources performing the same activities (e.g. calling hotels to check availability and rates, creating meeting budgets and templates, creating registration websites and/or surveys from scratch, etc.) Lack of automation or multiple sources of automation used around the organization (e.g. Access, Excel, Survey Monkey, etc.) According to research by Aberdeen, organizations can achieve the following through SMMP implementation: 55% savings in productivity using dashboards and reports 43% savings in productivity for budgeting current and future events 32% savings in productivity for travel management and lodging Current Situation – Lost Savings Opportunities Fragmented purchasing leads to: Inability to develop a preferred supplier program with local hotels, hotel chains, Destination Management Companies, transportation companies and other frequently used suppliers. Inability to fully leverage spend with suppliers due to transparency and lack of critical usage and spend data. An inability to manage suppliers effectively due to the large volume of suppliers. According to “Best Practices in SMM Strategic Sourcing,” a White Paper by Business Travel News (sponsored by Cvent) in 2011, found that “Corporations can achieve an average of 10 to 20% savings when they implement best practices in sourcing, processes and policy compliance.” Current Situation – Limited Visibility Into Meeting Activity Limited visibility results in: High risk factors associated with meetings, such as: Global Duty of Care; Attendee/traveler safety (not everyone travels to meetings by air); Inadequate insurance coverage necessary for certain meetings; and Unintended contractual risks. Limited ability to manage compliance with corporate purchasing policies or legal processes such as: Signature authority levels; and Meetings contracted without the appropriate approvals According to research by Aberdeen, “The gain of visibility into the strategic meetings space will reduce cost and improve savings by over 50%.” Current Situation – Limited Visibility Into Meeting Activity (cont’d) Unawareness into: Cancelled space credits available for re-use; Other penalty-related funds available for meetings; Meetings that overlap in the same location resulting in lost opportunity to negotiate based on full financial impact; and Cancellation of meetings due to unawareness of real-time Executive unavailability. In looking into meetings data, we found that __________ meetings were cancelled in the past year, resulting in the loss of __________. Objectives in Implementing an SMMP