8 Steps to Starting a Strategic Meetings Management Program

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Strategic meetings management programs are helping businesses get the most out of their meetings. The hardest part of strategic meetings management is getting started. If you’re interested in starting a program, there are eight steps that will help get you going in the right direction. Once you’ve created a program that’s easy to implement and helps you meet your goals, you can reap the benefits of your program. Your meetings will become an invaluable business asset.

1. Brainstorm
Before taking action, it’s important to brainstorm. The following steps can be used:

  • Think about the specific purposes of your meetings
  • Write down the purposes
  • Create a list of everything and everyone involved in your meetings
  • Organize your list into categories

This simple exercise will form the foundation for your program. It will give you valuable information that you can use while you create your program and once you have your program in place.

2. Set your goals
Goal setting builds on your brainstorming exercise. Create very specific goals that you want your meetings to achieve. Goals can be different for every business. The most common goals usually deal with the following:

  • Generating revenue
  • Educating employees and/or clients
  • Creating and establishing a brand

Having a list of goals will keep you organized and give you something to work toward. Your goals should always be shared with everyone who is involved in your meetings.

3. Come up with a customized solution
There’s no one-size-fits-all strategic meetings management program. To create a program that achieves your goals, you’ll have to be creative and use customized solutions. The opinion and advice of a strategic meetings management specialist can be a very valuable resource in regards to customized solution creation.

4. Delegate tasks
Tasks should be organized and then delegated to employees. A total team effort is necessary to create a program that works. When everyone works together toward a common goal, it is almost impossible not to reach it.

5. Collect data
Using data is the step that ensures success. Data collection should be centered around your goals. Important data that successful programs collect usually include the following:

  • Attendance
  • Costs
  • Lead generation

The data you collect can be as specific as you want as long as it’s relevant to your goals.

6. Analyze data
Analyzing data lets you know what does and doesn’t work. A successful data analysis gives you valuable information that can be used to hone in on the things that positively and negatively affect your meetings. Cvent is a meeting management software program that can save you time and keep you organized. Once you’ve collected data, Cvent cross-analyzes it and gives you all the information you need. Strategic meetings management specialists agree that Cvent is the gold standard in meetings-management software.

7. Analyze costs
Costs are important. If your meetings aren’t in line with your budget, they can cause major problems for your business. Cost analysis can be done using computer software. It’s important to keep track of costs as they occur.

8. Implement a policy
If you’ve followed steps 1 through 7, step 8 will be a piece of cake. All of the information you need to implement a policy that helps your business get the most out of your meetings will be in front of you and ready for you to use.

This step-by-step approach to starting a strategic meetings management program is simple and easy to follow. If you need help with any of the steps or would like to speak to a strategic meetings management specialist, please contact our office to arrange a one-on-one consultation. Our specialists help companies create customized solutions and use data appropriately. We are happy to help with anything you need.

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