Steps To Implementing Smmps
Strategic meetings management programmes (SMMPs) are becoming more and more popular in the UK predominantly in the events management industry
. The technology combines all aspects of meetings and events management into one central location in order to maximise productivity and reduce costs.
Implementing an SMMP into your organisation can be an extensive and time consuming process and understanding the technology is essential. SMMPs can be tailored to your organisation and businesses can utilise it in a number of different ways, depending on the overall objectives. In order to implement the technology effectively and to get the most out of it, you will need help and support throughout this process.
Events Management Company Banks Sadler offer assistance with the implementation process and on-going support. Whether you are using their technology platform or third party software, Banks Sadler offers their expertise in SMMPs, from start to finish.
Banks Sadler can offer support during the different stages of implementation. These will include:
Defining the goal
Identify what strategic meeting management or strategic sourcing or consolidation means to the organisation and relate the need of the SMMP to the overall organisations goals.
Understanding the current situation
You will need to document processes and collect data. Without this information it is impossible to design a better system or to document savings (time, money, and opportunity costs). This discovery phase is critical to success.
Writing an SMMP business plan
This should include information on:
Goals of the SMMP
Current state
Desired end state
Impact on overall organisational initiatives
Implementation stages
Marketing plan
Strategy and operating plans
Analysis of resources
Benefits: Processing efficiencies, Risk mitigation and management, Cost savings/avoidance.
Seek management support
If things arent already secure, the next step would be to gain senior management buy in and support for the goals and implementation of a SMMP.
Implement Break the implementation into components with corresponding steps/timelines. The implementation team should develop the specific, measurable goals and timelines.
Refine the plan Seek feedback and adjust the plan based upon feedback.
Communicate results Focus on numeric results that are aligned with the organisations overall objectives.
This is a brief overview and throughout the process there will be many other considerations. Some of these may include:
Creating a cross functional implementation team
The SMMP will cover all aspects of your organisation, so you will need to involve employees from all divisions; they may be meeting planners, travel managers, procurement, legal, technology, finance, security, training, risk management and others.
These team members will play a number of roles: data collectors, trainers, decisions makers, implementers, evangelists and much more, so its important that you have carefully considered your team. These core employees will develop the strategic plan to move things forward.
Choosing a technology provider
This will be the foundation for your SMMP and will enable all the processes you will need including meeting request/authorisation, sourcing, calendar, online registration, travel management, cost tracking/reconciliation, analytics/reporting, ROI measurement, and evaluation.
There are a number of providers and its worth doing your research into their offering before choosing one. Some considerations will include the providers size, longevity, feature offerings, references and the ease to implement. If youre unsure of what to choose, Banks Sadler can offer advice on what will best suit your organisation.
Internal marketing communications
People can be resistant to change and the success of an SMMP will depend on everyone in the organisation understanding the goals and benefits of the SMMP, along with how to utilise it in everyday practice. A strong internal marketing initiative should come directly from the executive sponsor and be followed up by members of the implementation teams.
It can be communicated in a variety of different ways, from newsletters, internal social channels or a website.
A successfully implemented SMMP saves money, reduces risk, increases efficiency and improves customer service. However, implementing the technology and process has a lot more to it and the success of implementing an SMMP will very much depend on how your team is led. Strong leadership, understanding and perseverance are very important during the whole process.
Organisations will always have a huge number of commitments and trying to take on such a large project will take up a lot of resources. Outsourcing SMMP implementation to experts in this field can take the pressure off and ensure you get the best possible package to help achieve your overall business goals.
by: Brendan Wilde
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