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Consolidating Technology for Event Automation

John Kearney |

GettyImages-935964300In large, enterprise organizations around the world, event teams are hindered by primitive systems, siloed decision making, and shrinking budgets. It's why it's a good idea for planners to structure a centralized plan across an organization in order to reduce inefficiencies and redundancies surrounding events across an organization; and the solution to reach those goals are often migrating to event management software.

Here are three key areas of your company to analyze in order to consolidate technology and costs across your large institution, and find the perfect solution for you and your stakeholders.

Software Costs

Often in an enterprise organization, different offices or even departments end up using a different platform or process for managing their events. With different contracts in place across a company, and different event processes working out of multiple budgets, bringing them all together may seem like an impossible task.

By implementing a singular event management platform, planners can use the opportunity to create standard event planning and execution processes across an entire organization. Hosting numerous training sessions for staff upon migrating to a new platform can lead to even more success in creating standard processes.

Maintenance Costs

It's also wise for planners to work with their respective IT department to determine the costs that go into maintaining current proprietary systems. Between security enhancements, system upgrades and server capacity constraints, planners can identify hundreds of hours of IT maintenance that may be better to outsource to a trained team of professionals. Often the event management software platforms they consider implementing company-wide come with professional services teams that are more responsive and knowledgeable of the system than a typical IT department.

Enhancements to Proprietary Systems

As more event teams in an organization join a standard platform program, there were always one-off workflows that have to stay intact in order to deliver for a planner’s constituents. Being able to accommodate these custom workflows is essential to any solution. Cost savings on enhancements are both tangible and intangible. Labor hours are reduced and results are delivered more quickly. This cuts enhancement costs almost completely. And often, these custom workflows impact the experience of planners and attendees.

Overall, by looking into these three areas, planners can build a powerful case for an event management platform that can bring a company into the modern age. When software, maintenance and enhancement costs were considered, the CFO and other stakeholders will be able to understand the business case and feel comfortable making a decision. Providing the tools and information to help the university realize extreme cost savings allowed her to invest in an end-to-end platform can lead to better events managed more efficiently.

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This Post was Written by John Kearney

John Kearney is Aventri’s Director of Go To Market Strategy. He is focused on understanding our customers and our market and ensuring the organization is set up to serve both. Prior to Aventri, John spent 6 years with SBI, a management consulting...

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