This article was originally written for the Magazine of the Meeting Professionals International (MPI) Toronto Chapter, November/December 2017 issue – Engage and Interact. It was written to highlight how Exhibit Solutions uses a cloud-based platform to manage client’s projects and production schedules, and the benefits it offers any event professional. Little did anyone anticipate that almost 3 years later the world would shake with an unimaginable pandemic, disrupting economies, businesses, and the world.
Cloud-based collaboration platforms have provided numerous companies immense benefits, whether working remotely or physically in the office. With the future of work now easing into hybrid workspaces, a business model combining remote work with office work, cloud-based platforms provide a work-life balance for employees, social interactions, productivity, improved business continuity, powerful security measures, and reduced costs for companies.
A few of these platforms that we have utilized internally are Microsoft Teams, Zoom, Exhibit Force and Smartsheet. Smartsheet is a platform that can be an integral part of a company’s operations especially when there are many projects taking place simultaneously, with remote stakeholders. It can be used as a Project Management tool catering to businesses of any size. Being a software as a service (SaaS) application, it allowed us to manage all project-related tasks in one location. We use it to share information in real-time with clients and team members to further streamline and collaborate on certain show specific processes. The anytime-anywhere-access of this cloud infrastructure ensures information is always current and at our fingertips.
Some of the reasons we transitioned to this cloud-based system were minimal training, real-time updates, and ease of use. Modelled after Excel but having the functionality of a database, Smartsheet uses spreadsheets with incorporated collaboration functionality. Some of you may still use Excel to track numerous documents so the transition to this application would be smooth and could eliminate the need for hours spent on training. Transitioning our project management tools into the cloud also increased our on-the-go collaboration through Smartsheet’s mobile app. Although Smartsheet offers ample online help and tutorials, the application, as well as their mobile app, is quite intuitive, even for the non-tech-savvy user.
Once onboard with Smartsheet, our team members saw significant benefits. We were able to create web and event request forms, custom templates for event-specific jobs and streamline processes, tasks, and deadlines. Each department was able to interact with the same project, align efforts, report updates and gather information that impacted schedules - all in real-time. We were also able to set up notifications and reminders, attach files and have discussions on the overall project or for certain tasks. Due to the reminders and deadline alerts, we could plan weeks ahead with the calendar feature. While there are some limitations such as lack of social collaboration and time tracking, these do not outweigh the benefits found when managing client’s event programs.
Do you have clients with whom you share pertinent event details using Excel templates? Do these clients exhibit in numerous shows annually with many details and cumbersome processes that need to be reviewed meticulously? Utilize Smartsheet and share these advantages with your clients. Transfer your Excel documents into Smartsheet and invite your clients to have access. You and your client can then edit information, add new events, upload event documents, service orders and logistics and scheduling documentation. As the information is in real-time, your client and your team can access the most up to date details for all events from anywhere and notify each other of any amendments immediately. Parties with access can review any changes that were made, when they were made, and by whom. They are also able to view all schedules and milestones and any questions and comments can be noted for the project (as a whole or for specific tasks). No information is locked up in the workplace. Get your business on-board with utilizing a cloud-based application and turn your partnerships with your clients into an extension of your business family.
Especially following the COVID-19 pandemic, cloud computing has become the go-to for information technology within companies and has enabled the new normal of work. With vaccines slowly rolling out, summer and fall shows opening in the United States, hybrid events may quite likely be the norm for the next couple of years. Whether you are planning/hosting an in-person, virtual or hybrid event, the process and utilization of these tools remain the same. The anywhere-access of innovative cloud technologies can provide an immense benefit to your business giving you the ability to experience the advantages of computing, maintenance, accessibility, mobility and more. Using these new technologies to interact with your customers and vendors allows streamlining and automating operations as well as building a dynamic client-vendor partnership.
Neither Exhibit Solutions nor I am affiliated, associated, authorized, endorsed by, or in any way officially connected with Smartsheet Inc., or any of its subsidiaries or its affiliates.