In the fast-paced and cutthroat environment of today, when companies are constantly vying with each other to dominate the market, the role of information, in general, and that of meeting information, in particular, are cardinal and cannot be underestimated. Undeniably, knowledge is power and information is the fuel that runs an organization and its entire infrastructure thus helping to convey the power of knowledge to every arm of the company machinery.
As information is of paramount importance, companies have to know how to procure it, store it, handle it, transmit it, and use it so that time and cost efficiencies are generated and so that they derive the maximum benefit and value.
The Age of Information
Previously information and meeting information were obtained from company activities, were stored in files and folders, books and papers, and were transmitted by word-of-mouth, lectures and speeches. Today, the scenario has changed drastically. Information is generated almost as soon as a person thinks, it is stored in virtual files and folders on a PC or laptop or other device, and it is disseminated through email, chat and other high-tech methods. The Internet is an information superhighway that is spearheading the information revolution. The Internet is an opportunity per se that presents unlimited means of learning and absorbing meeting planner email new facts. The modern media, which includes newspapers and the television, is a powerful source of information too. Currently, there is so much of information around that the chief threat that plagues the modern world is information clutter. Nevertheless, information keeps piling every day. The greatest challenge of modern companies lies in information management, i.e. how well they can manage information in the wake of the Internet and the information revolution. New-age software has been developed by IT companies in order to help companies grapple with endless information, leverage their resource pools to the maximum possible extent, and cope with the sheer numbers of new facts that are spawning every day. Hence, the company that follows the smartest information management mantra is the company that emerges as the winner.
Importance of Meeting Information
Among the various information management applications that have been invented over the last few years, a mention must be made of software that has been designed to manage meeting information. That is because among all categories of information, meeting information is the information that is the root cause and basis of all other company information. It is only when one party or person meets another that a transaction takes place. It is only when managers meet that a collective decision can be taken. It is only when two or more people meet and start working in a team that a stage is set for synergy. As the meeting is the most fundamental unit or form of any organizational interaction, the significance of meeting information cannot be undermined.
Organizing Meeting Information
There is practically no end to the amount of meeting information that a meeting can generate. In fact, meeting information can be so excessive in volume that it can almost fill a whole library. Hence organizing meeting information is of the utmost importance. Every event manager should know how to organize meeting information if he or she is to earn praise in his or her profession.
On the face of it, organizing meeting information seems to be an easy task. But only experienced event managers know what it takes to successfully handle and deal with an overwhelming amount of meeting information. Event managers are people who have to manage the entire event on the company’s behalf. Sometimes, event managers do not belong to the company, they are hired by the company so that they may organize the event for the company. At other times, the event manager is a person from the company itself. Whatever the case maybe, whether the event manager is external or internal, he or she has to manage the event with aplomb and panache. Or else he or she will have to face the flak and the ire of senior company executives.
Needless to say, each event comprises a mind-boggling amount of information. It is primarily the event manager’s job to manage, organize, sift through, reject and control this meeting information. Meeting information is generated for both large and small meetings. In the following paragraphs, we shall examine the different kinds of meeting information that may be generated when a large meeting is summoned and how such meeting information may be organized.
Large-scale events are generally hosted by companies in fabulous luxury hotels and are attended by plenty of invitees. These meetings do not get over in one day. They generally carry on for a few days and are invariably followed by workshops and talks. Companies often look for sponsors who help them sponsor such conventions. Sponsors typically comprise other companies. By sponsoring events, sponsor companies gain a tremendous amount of publicity for their own products and services. That is the reason why they agree to sponsor. A massive number of meeting invitees attend such meetings. Food is served elaborately, the media are called, stationery kits are given to the guests, and promotional events are organized with a lot of fanfare and with the presence of actors, singers and other celebrities. Companies host such events in order to make important public announcements such as an announcement declaring that the company has acquired another company, to promote products and services, to declare product launches. Shareholder meetings and meetings announcing Initial Public Offerings (IPOs) are other meetings, which are hosted on a grand scale.