Untitled - Hospitality Maldives

Moving away from paper:
Meetings Technology:
14.
Let go of paper and “flat files” such
as Word to manage data. By using
integrated office suites, managing email
efficiently, using Wikis (and other online
databases), and other digital tools, data
can be much more easily accessed,
stored, backed up and shared with
others. A piece of paper is a “white flag
of inefficiency.”
18.
Online registration is a “killer app” of
the meetings industry that can increase
efficiencies by up to 90% or more
compared to paper-based means of
managing attendees. Application service
providers (ASPs) provide easy-to-learn,
web-based systems that do not require
significant IT support, and automate
security and data backup tasks.
15.
16.
17.
Learn to use Wikis (online collaborative
web sites) such as the free spreadsheets
found at http://docs.google.com – these
free tools are perfect for collaborative
work teams and task management.
Avoid the fax machine whenever
possible. Faxes are paper-based,
inefficient methods of managing data.
Use electronic transmission of files
instead such as Adobe’s .PDF format.
A free utility to convert any Windowsbased
document can be found at
www.pdf995.com. If you absolutely
must receive faxes, receive them
electronically. Programs such as eFax
(www.efax.com) allow you to receive
the faxes via email. They then can be
easily filed and forwarded to others
electronically.
Avoid collecting data via paper – online
registration (see next recommendation),
surveys, and audience polling can be
accomplished more accurately and
efficiently via web-based tools.
19. Alternatively, there are times that
outsourcing the technology can ease the
pressure. Several companies specialize
in sourcing hotel sleeping rooms/
meeting space with great efficiency
(as they are using their tech tools).
With their buying clout, they can often
negotiate as good or a better deal than
the planner directly. The same applies to
online registration. VARs (value added
resellers) of online registration systems
can do the “dirty work” of setting up the
online registration forms/registration
pages. Outsourcing allows your
company to use the latest technology,
while not having to learn it.
These are just a few suggestions to help in
the transition to much more efficient digital
systems, which ultimately will save you time
and allow you to provide better service to
your clients. So, as we go through this time
of technology adolescence, let go of paper,
embrace technology tools to automate many
tasks, and relax – technology will eventually
mature and become increasingly easy to
manage.
So, as we go through this time of technology adolescence,
let go of paper, embrace technology tools to automate
many tasks, and relax – technology will eventually mature
and become increasingly easy to manage.
Corbin Ball, CMP, CSP is a professional speaker and consultant focusing on meetings technology. With 20 years of experience running international citywide technology
meetings, he now helps clients worldwide use technology to save time and improve productivity. He can be contacted at his extensive
web site: www.corbinball.com.