Real estate business learning (03)-conference management and IT implementation

Author: AMT Consulting

From the past project experience of AMT Consulting, we found that about 80% of corporate executives were in meetings. However, the time at the top is a valuable resource, and your schedule is often disrupted by some temporary meetings. It is really painful to get stuck in endless meetings every day and leave yourself little time to think independently.
For a monthly General Manager's office meeting, the meeting organizer began preparing for the meeting more than 10 days in advance. Confirm the topics of the meeting, confirm the materials to be submitted with the participants, and call each participant continuously to confirm the meeting time. Busy for a morning, it was hard to determine the time of the meeting. In the afternoon, a secretary of the boss called and said that the boss was unable to attend the meeting. Could you delay or delay the meeting time in advance. However, the meeting organizer is busy again, making a new call, communicating one by one, changing the meeting time ...... It is hard to imagine that it is so troublesome for a meeting to organize and coordinate participants. But when the meeting time changes, isn't the conference organizer miserable?
The meeting was over, and everyone was absent. A painstaking meeting was concluded. After spending so much effort on the meeting, who will supervise the implementation of the resolution? It is often the problem encountered in the previous meeting. It is still pending at the next meeting, because no one will follow up on the resolutions of the meeting.
Who knows how hard the conference organizer is? The meeting is just over. After a while, the boss receives a call from the secretary, saying that a certain department holds a meeting and the boss needs to participate in the decision-making. In enterprises, people with higher positions tend to have a larger proportion of meeting time in their work hours, because many important decisions require high-level participation.
Of course, for business departments, when they encounter a difficult and urgent problem, they need to call the boss's secretary to agree on the meeting time. If the boss's time is full, you can only schedule the time separately. Once and again, I made Phone appointments, but I never got an appointment with the boss. The emergence of such problems once again makes employees in the business department also worried.
You may become accustomed to the situations that often appear around you. In fact, these problems are not inevitable. The contradiction and crux of the problem are clear. The cause of the problem is the result of unordered conference management. The main goal of meeting management is to improve the planning and transparency of the Meeting, make the meeting orderly, and improve the decision-making efficiency of the meeting.
The contradiction and crux of the problem seem to be clear and can be solved in real time, but cannot rely solely on personal communication skills. Instead, they should combine meeting arrangements with management processes, strategic decisions, and business decisions, forming a regular decision-making cycle for enterprises.
The level of conference management of an enterprise can reflect the management level of the enterprise to some extent. If you want to know a company as quickly as possible, please join the company meeting! Because, in the way and level of holding the meeting, it integrates everything in the company. Meeting efficiency often means the efficiency of high-level individuals and the efficiency of enterprises. This is no exception for many real estate enterprises that have experienced rapid expansion and need to integrate internal management.

Meeting management is a demand for refined management of real estate enterprises
In the increasingly fierce competition in the market, real estate enterprises that have experienced rapid expansion will gradually move towards the refined management mode as internal management gradually changes from the extensive pattern in the past, in order to improve their management level and operational efficiency, how can we use the conference management perspective as the starting point to thoroughly explore the management issues that need to be improved within the enterprise and help enterprises improve their efficiency?
At the height of the company's global architecture, we should consider: What meetings should managers start? How can managers work collaboratively on important decision-making matters? How are the positioning, type, main topics, and participants of each type of meeting defined? For major issues in business operations, the time coordination and work plan synchronization of managers can improve the overall decision-making efficiency of enterprises.
Enterprise conference management includes two levels: one is to sort out the enterprise conference system, and the other is to improve the efficiency of a single meeting. The organization of the conference system should clarify the logical relationship between meetings attended by all managers and above, as well as the positioning of each meeting, the main participants, the holding time, the main topics and the materials to be prepared at the meeting. The improvement of the efficiency of a single meeting requires the joint efforts of each participant. Enterprises should create an efficient meeting culture and constrain individual behaviors by determining meeting rules.

Conference pyramid in the real estate industry
Judging from the motivation of meeting generation: different decision rules lead to different management meeting types. Meetings are a way for enterprises to make decisions. The types of decisions determine the types of meetings. There are three trigger modes for decision-making: Time trigger, process trigger, and event trigger, which correspond to three types of meeting types: Time-triggered meeting, process-triggered meeting, and event-triggered meeting. 1:

Figure 1 meeting types classified by decision

Real estate industry meetings triggered by the process are divided into strategic meetings, operation management meetings, and project operation meetings. The number of strategic meetings is small, but the value to the company is large, which determines the overall development direction of the company. Business Management meetings are conducted on a periodic basis to handle the daily operations of the company and solve major problems of the company. The largest number of project operation meetings is a series of project operation meetings triggered by the project development process. It is a good tool to control the pace of project development and improve project management efficiency and Decision-making efficiency. Three types of meetings form a pyramid structure, as shown in Figure 2:

 

It implementation of conference management
Enterprises can establish a conference management system through information technology to improve the planning and transparency of conference management, thus improving the efficiency of conference management.
* Key points for implementing the Conference Management System
* Organization of conference systems and processes: Before an enterprise builds a conference management system, it is necessary to comprehensively organize the conference system of the enterprise and prepare sufficient initial data for the system to go online.
* System Requirement Analysis: to meet the actual situation of the enterprise, through internal interviews and surveys, the requirements of the conference management system should be clarified and detailed system requirement analysis reports should be prepared.
* Integration with other enterprise systems: the conference management system must not be an isolated system. You must fully consider integration with other enterprise information systems and use existing resources. For example, integration with enterprise portal systems, outlook, MSN, and document management systems.
* Core functions of the Conference Management System
The core functions of the conference management system include basic data maintenance and conference management.
Basic Data Maintenance includes: Meeting type maintenance, meeting Role maintenance, meeting security level maintenance, meeting template maintenance, meeting room maintenance, meeting plan maintenance, and meeting ownership maintenance.
The conference management function mainly includes the Conference initiation function, the Conference query function, the conference material submission function, the task order management function, the Conference resolution tracking function, the closing meeting function and the Conference statistics function. 3:

 

 

Through it, the idea of meeting management can be solidified in the process to improve the efficiency of meeting management.

Value of the Conference Management System

Through it, the idea of meeting management can be solidified in the process to improve the efficiency of meeting management. The Conference Management System is centered on the process of meetings and the individual schedule of employees. It builds an information management system covering the whole meeting to meet the requirements of the General Office for conference management, it provides professional tools and means to improve conference management efficiency of the company.
* Efficient conference Initiation
The conference management system can achieve efficient conference initiation, which is extremely convenient for conference organizers and mainly reflected in the following aspects:
* Free and busy meeting room information is transparent: When you select a meeting room, you can preview the booking information of the meeting room to quickly and conveniently reserve the free meeting room. The free and busy information of the meeting room is transparent, which reduces the time required to manually query the meeting room status when the meeting organizer initiates the meeting, saving time and improving the initiating efficiency.
* Check the time used by key participants: the conference management system is integrated with outlook. When initiating a meeting, the system automatically checks whether key participants are idle during the new meeting time. If key participants are idle, they can initiate a meeting. Otherwise, the system prompts key participants with time conflicts.
The traditional conference initiation process requires the conference organizer to confirm the meeting time one by phone, email or interview. The time-consuming inspection of key participants greatly reduces the communication cost between conference organizers and participants in determining the time of the meeting, and greatly improves the efficiency of initiating the meeting. To maximize the effectiveness of the time used by key participants, each participant is required to enable their own outlook schedule, and to timely enter their schedules into outlook.
* Automatic email notification to attendees: after a meeting is successfully initiated, the conference management system automatically sends an email notification to all attendees. The attendance information includes the meeting time, location, meeting name, meeting topic, meeting topics, participants, reporters, on-going materials to be prepared by the participants, and when to submit the meeting materials, this removes the hassle of manually sending meeting notifications.
* Preset meeting template: In the meeting management system, you can preset a meeting template in advance. When initiating a meeting, you only need to select the corresponding meeting template, and the system automatically generates meeting information such as the meeting name, meeting subject, meeting topic, participant, reporter, and meeting materials, the organizer can quickly initiate a meeting.
* Effectively track meeting resolutions
After the meeting is over, the Meeting organizer will immediately sort out the meeting resolution, number the meeting resolution, and enter the resolution number in the meeting management system. The tracker of the meeting resolution sends a ticket in the form of a ticket to the meeting management system. The ticket contains information such as the person in charge of the ticket, the task to be completed, and the final completion time.
After the task owner completes the task, fill in the task completion information in the conference management system and close the task list. The tracker of the meeting resolution can query the status of the task list and effectively track the completion of the meeting resolution.
* Fully share meeting Information
After the meeting is initiated by the conference management system, the electronic display board will announce the opening meeting Information on the day of the meeting. For those who want to attend the meeting, they can also query the information of all open meetings through the meeting management system.
Participants will upload the meeting materials through the conference management system before the meeting, so that other participants can read and think before the meeting, greatly improving the decision-making efficiency of the meeting.
The person in charge of the meeting resolution will upload the meeting execution information through the meeting management system after the meeting to fully share the information.
* Provides meeting statistical reports in detail
The conference management system can also provide various meeting statistical reports for the enterprise management, such as statistical reports on the convening of 16-level meetings for each project, understanding the project process, and counting the time of personal participation in meetings, statistics on the time of participation in various types of meetings, reasonable arrangement of personal meeting time, statistics on the completion of the tasks of the responsible person, and effective tracking of the implementation of meeting resolutions. These statistical reports provide a good decision-making basis for managers.
The application of a well-functioning enterprise conference management system is conducive to improving the transparency and planning of meetings, helping real estate enterprises adjust and track meetings, and supporting stable operation of real estate enterprises under the condition of continuous expansion. Due to limited space, other functions and values of the conference management system will not be described in detail.