News For Planners

Ideas for facilitating strategic meetings management programs

Friday, 8/12/2011  1:34:11 PM

Strategic meetings management (SMM) is the practice of ensuring that your business' meetings are run as efficiently as possible, which makes the most of your company's time, money and other resources. These tasks usually fall to an organization's meeting planner, whose job it is to ensure that all in-person meetings are well-planned, well-executed and run on a tight budget. These professionals are essential especially to businesses that frequently require their executives to travel because poorly made travel plans can squander a business' budget faster than anything else.

"Meeting planners are at risk unless they can prove the value of a companies meeting spending by ensuring meetings are happening the right way, for the right cost and for the right reasons," explains Steve O’Malley, the Vice President and General Manager for the alliance company Maxvantage, a derivitive of American Express Business Travel and Maritz Travel. "Aligning meetings programs to corporate objectives and having the data to demonstrate the impact of meeting spending are critical to short and long-term success."

In order to install an effective SMM program in your business, consider the following ideas:

1. Data management: Data is one of a meeting planner's most useful tools. By becoming familiar with company data, a planner can understand their own business's meeting spending habits and see how they stack up to similar institutions.

2. Cut your supply chain short: If a company uses different suppliers for sourcing, planning and productions, there's a good chance that they're spending more than they need to. By consolidating your supply chain with a single company, businesses can often receive bundle discounts that will help them stay under budget.

3. Involve attendees: Planning a meeting under budget is wonderful, but if that meeting isn't effective, the money is wasted. Make sure to get feedback from meeting participants so that you can improve the process, and be sure that you're careful budgeting isn't stripping meetings of their essentials.

4. Support from senior management: It can be hard to get senior management on board with SMM programs, especially if the organization doesn't already employ a meetings planner. Too often, they see the cost of these programs and not the overall savings. If management isn't aware of the value of SMM, it's time to clue them in.

For more articles and tips on meeting and planning, please visit hyattmeetings.com.

  • Andaz

    Andaz
    Andaz represents a refreshing take on the boutique-style hotel, offering an atmosphere that is personal, vibrant and uncomplicated.
    Learn More

  • Hyatt Regency

    Hyatt Regency
    Thanks to locations in major cities, near airports and in resort destinations, Hyatt Regency helps all guests – whether they are traveling to work, unwind or celebrate – to feel productive and revitalized.
    Learn More

  • Hyatt Place

    Hyatt Place
    Hyatt Place combines style with casual hospitality. Featuring spacious guest rooms with the Cozy Corner, free Wi-Fi, the 24/7 Gallery Menu, Coffee to Cocktails Bar, and free a.m. Kitchen Skillet™ breakfast with your stay.
    Learn More

  • Hyatt House

    Hyatt House
    HYATT house offers upscale home comfort for extended stay guests. Featuring residentially inspired suites with real kitchens and living rooms, free Wi-Fi and Morning Spread breakfast including omelet bar with your stay.
    Learn More

  • Hyatt Hotels

    Hyatt Hotels
    Hyatt Hotels allow you to make the most of your stay, from anticipating what you will need to make your stay extraordinary to providing local expertise to help you enjoy your destination.
    Learn More

  • Park Hyatt

    Park Hyatt
    Park Hyatt, located in many of the world's premier cities and select resort destinations, provides an experience of understated elegance and contemporary luxury.
    Learn More

  • Grand Hyatt

    Grand Hyatt
    Located in the heart of the cities and destinations they serve, our distinctive hotels combine breathtaking spaces unforgettable experiences and our signature hospitality to create grand moments.
    Learn More

  • Hyatt Zilara and Hyatt Ziva

    Hyatt Zilara and Hyatt Ziva
    All inclusive resorts where anything is possible, because everything you need is included - luxury accommodations, authentic dining options, world-class entertainment and locally inspired activities.
    Learn More

  • Hyatt Residence Club

    Hyatt Residence Club
    Hyatt Residence Club offers ownership opportunities with the quality of the Hyatt brand. Our collection of world-class properties, exceptional service, and flexibility create the 'total vacation' experience.
    Learn More

 

Need Planning Help?

Professional Planner

Why Hyatt?

Make Meetings Easy

Food & Beverage

Offers

Contact Us

News for Planners

Regional Property Meetings