SMARTER, FASTER, MORE
EFFICIENTT 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 of Thought LeadershipMeeting Professionals International
MPI Vision: 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.
C O M M U N I C AT I O N & C O L L A B O R AT I O NTO O L S TO H E L P YO U S H A R E A N D
C O L L A B O R AT E W I T H T E A M S
COMMUNICATION & COLLABORATIONCHALLENGES• 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)
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
CALENDAR SCHEDULING
• Microsoft 365 Scheduling Assistant
• Doodle.com• YouCanBook.me
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
CLOUD-BASED NOTE-TAKING
• Microsoft One Note
• Google Docs• Evernote
Premium (less than $6/month)
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
CLOUD-BASED DOCUMENT COLLABORATION
• Microsoft Sharepoint(PowerPoint, Word, Excel)
• Google Docs (word documents, spreadsheets, forms, presentations)
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
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)©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
PROJECT MANAGEMENTCHALLENGES• 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©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
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.
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
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)
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
TRAVEL MANAGEMENTCHALLENGES• 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
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
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
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
SOURCING HOTELS & VENUES
• Cvent.com • Zentila.com• Etouches.com• Kapow.com • AirBNB?!?!
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
CREATING A DIGITAL BINDER
• Evernote.com• OneNote.com• LiveBinders.com (also
speaker materials)• EventDawn.com• eTouches.com
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
DOCUMENTING THE SITE VISIT
• Evernote.com• OneNote.com
Or that digital binder you should be using.
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join
COMPARING VENUES & KEEPING TRACK OF STATS
• TechSpec app• Speedtest.net (and
app)• Social Tables.com
(PocketPlanner app)• Super Planner app
($9.99)
©2018 Meeting Professionals International. All rights reserved. http://www.mpiweb.org/join