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Effective Collaboration

Incredible special events are team efforts where the sum of all of the talents and labor invested in creating a unique experience is definitely greater than its parts. Coordinating all of those different contributions has always been one of the main struggles for event professionals, but technology has revolutionized collaboration. We can now work remotely, in real time with unlimited creative partners as well as with our clients to deliver superior results.

Collaborative planning tools have truly changed the event industry. The ability to work together virtually on an event, with all of the necessary data updated in real time, allows vendors to operate on the same page and act seamlessly. Operational efficiency has increased and the need for on-site meetings has decreased, which improves both service and profitability.

Communication is now possible no matter where you are when you are planning in relation to your destination. Vendors and clients can use virtual reality technology to “walk-through” an event space and all of the planned transitions in advance from their home or office, making on-site meetings unnecessary.

“Expect that no matter how much support you offer, there will be some resistance from clients and peers to using new collaboration tools. When you receive push-back, don’t be afraid to revert to more traditional practices where you can.”

But are they ready?

That said, not everyone is ready to take their planning and communication completely digital and virtual overnight. You are the expert—you need to ease your clients, and many of your peers, into using your tools by providing training, support, and encouragement. While you may walk through a property virtually, try to also meet in person, if you can, to take your client or creative partner through the VR process and show him how it will work during the course of planning the event. It’s not enough to send emails and texts. While you have to invest a little time initially in such training, ultimately it will pay off when everyone is comfortably using the tools you have put into place to save time and perfect the details.

How might your client react to seeing their event through the technology of virtual reality? Venue: Bently Reserve

Expect that no matter how much support you offer, there will be some resistance from clients and peers to using new collaboration tools. When you receive push-back, don’t be afraid to revert to more traditional practices where you can. This is a service industry and it is our job to meet our clients where they are. Trust that the majority will recognize the benefits of your new tools, especially once they see them at work.

Streamlining your internal operations and communications is one of the biggest benefits of collaborative technology. It’s critical that event pros find the apps and programs that serve a purpose in their businesses, particularly those that provide organization and opportunities to contribute remotely. Your operational efficiency will increase, fostering an environment of teamwork, and keeping everyone on the same page regarding tasks, company information and upcoming events. You can take advantage of the contributions of remote team members as if they are working right beside you. Clients receive the best possible product and services when the whole team works together.

Explore your collaborative tools options now. Learn to use them yourself and teach your team and clients what they need to know to use them and benefit from them as well. You will increase the efficiency and quality of your product or service and create even more outstanding special events!

Sandy Hammer

CMO, AllSeated, New York City, NY

With over 20 years of experience in the international events industry, Sandy Hammer is the co-founder and CMO of AllSeated, a collaborative network for planning events that offers tools including floorplans, 3D view, Guest List, RSVP, Seating, Timelines, Mobile Check-In and more.