Smarter, Faster, More Efficient: Tech Tools to Help You Save Time, Money and Plan More Effective Meetings

SMARTER,
FASTER, MORE
EFFICIENT
T E C H TO O L S TO H E L P YO U S AV E T I M E ,
M O N E Y & P L A N M O R E E F F E C T I V E M E E T I N G S

K R I S T I C A S E Y
S A N D E R S , C M P,
C M M , D E S , H M C C
Director ofThought Leadership
Meeting Professionals International
MPIVision: Leading and
empowering the meeting and event
community to change the world.
Mission: Connect the global meeting
and event community to learn,
innovate collaborate and advocate.
For more education, visit:
http://academy.mpiweb.org
To join MPI:
http://mpiweb.org/join

TODAY’S
OBJECTIVES
1. Learn how tech tools can
streamline communication
and collaboration.
2. Identify potential project
management solutions.
3. Discover apps and tools
to make travel and meeting
management more
manageable.

COMMUNICATION &
COLLABORATION
TO O L S TO H E L P YO U S H A R E A N D
CO L L A B O R AT E W I T H T E A M S

COMMUNICATION &
COLLABORATION
CHALLENGES
• Too many emails, too few
eyeballs
• Death by meeting
• Notes are everywhere
• Multiple versions of the
same document
SOLUTIONS
• Email filters
• Instant scheduling
• Cloud-based note-taking
• Cloud-based document
editing
©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join

EMAIL FILTERS
• Sane Box ($5/mo)
• Microsoft Clutter
• Gmail Inbox (free)
• Unroll.me (free)

CALENDAR SCHEDULING
• Microsoft 365
Scheduling Assistant
• Doodle.com
• YouCanBook.me

CLOUD-BASED NOTE-TAKING
• Microsoft One
Note
• Google Docs
• Evernote
Premium (less
than $6/month)

CLOUD-BASED DOCUMENT
COLLABORATION
• Microsoft Sharepoint
(PowerPoint, Word, Excel)
• Google Docs (word
documents, spreadsheets,
forms, presentations)

DOCUMENT STORAGE & TRANSFER
+ MOBILE OFFICE OF THE FUTURE
• Dropbox.com (free to
monthly fee)
• WeTransfer.com (free
to monthly fee)
• MeetLima.com ($99)
• Intel Compute Stick
($149)

PROJECT
MANAGEMENT
TOOLS TO HELP YOU (AND
YOUR COLLEAGUES) STAY
ORGANIZED

PROJECT MANAGEMENT
CHALLENGES
• Setting S.M.A.R.T. objectives
• Assigning tasks with
deadlines
• Tracking tasks through to
completion
• Reviewing progress
• Measuring ROI
SOLUTIONS
• Set strategy with stakeholders
• Meeting agendas & action
items
• Set deadlines and regular
check-ins
• Discuss obstacles and
solutions before they impact
deadlines
• Analyze results

PROJECT MANAGEMENT
PLATFORMS
• What’s your budget?
• What are people using to track
tasks already?
• Are teammates internal, external
or both?
• What about firewalls?
• What already exists that you can
repurpose?
What you choose depends on how (and with whom) you work.

PRICES VARY:
FROM FREE TO PER USER/PER MONTH
• Trello or Microsoft Planner (visual cards)
• Any.do (checklists)
• Asana.com (tracks completion)
• Podio.com (has templates)
• Evernote (set reminders)
• Smartsheet (customizable)
• Basecamp (checklist-based)

TRAVEL &
MEETING
MANAGEMENT
APPS AND OTHER NIFTY TOOLS
TO MAKE THE PROCESS MORE
MANAGEABLE

TRAVEL MANAGEMENT
CHALLENGES
• Keeping all reservation info in
one place
• Tracking receipts & expenses
• Traveling without cash
• Accepting payments via mobile
SOLUTIONS
• Create a cloud-based itinerary
accessible via mobile or desktop
• Photograph receipts for apps that
automatically track expenses
• App-based transportation
• App-based payment systems
• ©2018 Meeting Professionals International.All rights reserved. http://www.mpiweb.org/join

TRAVEL MANAGEMENT
SOLUTIONS
• TripIt.com & TripIt Pro
• Expensify.com / Concur.com
• AppStormLLC.com (receipt
generator)
• Uber / Lyft
• Square / Tabbed Out
• US Mobile Passport Control
app
• Global Entry

MEETINGS MANAGEMENT
CHALLENGES
• Sourcing hotels
• The back-breaking binder
• Remembering details of
the site visit months later
• Comparing apples to
apples
SOLUTIONS
• Dynamic online search
• Paperless binders
• Cloud-based files
• Mobile apps

SOURCING HOTELS & VENUES
• Cvent.com
• Zentila.com
• Etouches.com
• Kapow.com
• AirBNB?!?!

CREATING A DIGITAL BINDER
• Evernote.com
• OneNote.com
• LiveBinders.com (also
speaker materials)
• EventDawn.com
• eTouches.com

DOCUMENTING THE SITE VISIT
• Evernote.com
• OneNote.com
Or that digital binder you
should be using.

COMPARING VENUES & KEEPING
TRACK OF STATS
• TechSpec app
• Speedtest.net (and
app)
• Social Tables.com
(PocketPlanner app)
• Super Planner app
($9.99)

Smarter, Faster, More Efficient: Tech Tools to Help You Save Time, Money and Plan More Effective Meetings

Smarter, Faster, More Efficient: Tech Tools to Help You Save Time, Money and Plan More Effective Meetings

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