Once a client decides to move forward with a strategic meeting management pilot program, identifying tasks and initiating implementation are the next steps to success. Numerous tasks need to be undertaken pre-, during, and post-launch in order to ensure a successful program debut. It is critical to get the pilot launch correct because if it is not well planned and people have a negative experience, it is very hard to get a second chance to win them back.
Below are some of the proven processes I have seen be effective in SMM implementations over the years. Although I have only shown a few examples per item, in reality these lists can have 20 to 50 activities for each sub-category.
A. Identify key milestones:
• Pre-launch implementation
• Implementation
• Post-launch implementation
• Implementation close-out
B. Call out the pilot program's specific objectives as sub-categories for the milestones, for example:
| Pre-launch implementation | |
| 1. | Deploy corporate meeting card (CMC) |
| 1a. Assess CMC options based on current T&E and P-card relationships | |
| 1b. Determine best card | |
| 1c. Negotiate CMC agreement | |
| 1d. Develop process flows and audit processes | |
| 2. | Develop sourcing and contracting strategy |
| 3. | Develop group air process |
| 4. | Create pilot workflow processes |
C. Align tasks with milestones, for example:
| Pre-launch implementation | Implementation | Post-launch implementation | Implementation close-out |
| Develop cross functional team | Finalize workflows | Activate communication plan | Implementation debrief |
| ID pilot scope | Validate tech tool | Monthly status calls | Institute process improvements |
| ID stakeholders | Develop FAQs | Client surveys and feedback | Next stepsMove into next phase of implementation |
| Deploy corporate meeting card | Conduct training | Institute process improvements | Supplier annual business reviews |
| Determine policy | Launch pilot | Conduct additional training | Move into next phase of implementation |
D. Identify resources and set realistic timelines:
| Internal Resource | % Time | External Resource | % Time | Start Date | End Date |
| Nigel, Mary | 30% | Betsy, Tim | 70% | 9/1/2018 | 10/1/2018 |
| Nigel, Thomas | 10% | Betsy, Carol | 90% | 9/15/2018 | 10/31/2018 |
If you have implementation work on the horizon, I hope you find these ideas helpful!
