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Last week, we discussed the initial steps involved in creating a Strategic Meeting Management Program (SMMP). As each company is unique, it would follow that each SMMP should be unique. However, there are some underlying steps that should be considered when creating and developing any comprehensive and successful SMMP. These steps include:

Meeting Leadership: Organize a leadership team that is responsible for setting standard polices and procedures and the oversight of all meetings. This team should have top-level management including a procurement member.

Meeting Approval Process: First define what a meeting is. Is it a gathering of ten or more people? Must outside resources be used? Is travel involved? Once you have defined the term “meeting”, be sure to communicate it to all departments/divisions. Mandate that all meetings must be registered and approved prior to any planning or allocation of funds. (more…)

I was surprised by the results of a recent survey. They showed that 95% of meeting planners said their organization does an adequate job of sharing information across departments revealing the total sum of meetings costs and identifying suppliers. But when asked if they must use, or even consider using, the suppliers with volume agreements, almost 50% of the planners said they had no such restrictions. (Meeting News Nov. 2007) This doesn’t make sense. It isn’t enough to wrap your arms around total meeting spend. Companies must leverage this knowledge and spend to significantly lower and/or avoid internal and external costs.

The best way to achieve this goal (and savings!) is to implement a Strategic Meetings Management Program (SMMP). (more…)