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Navigating budgets and compliance with CWT easy meetings

Case Study

 

Industry: Cargo & shipping

Service: DIGITAL PLATFORM FOR
MEETINGS & EVENTS BOOKINGS

Location: Nordics

Objective

A cargo and shipping company with offices in 26 countries often had employees on the road or meeting out of the office. But up until now, most of these meetings were booked without a standardized process – meaning it was up to the meeting owner to try and find a convenient meeting room or venue based on what they could find in their location. As a result, employees were losing time finding suitable venues off-channel, and the company lacked data and visibility on most meeting spend. They also didn’t know who was meeting offsite and when, significantly reducing their ability to check on employees in emergency situations.

The company decided to implement a streamlined solution to help solve this issue and looked to CWT Meetings & Events to support them in this process.

Challenge

In order to increase adoption to their meetings & events program and enable all employees to book the right venues in-channel, the company required one streamlined solution that would be available in all its operating countries, providing a consistent and streamlined end-to-end experience to all its users.

With a lack of data and the need for more control over non-managed spending, the client wanted a cost-conscious, scalable, and controlled approach to ensure compliance in all transactions. They also wanted to include the option to request support from professional meeting planners if an employee needed more than just a meeting room.

As a pilot, they asked our team to first implement the solution in the Nordics before scaling it globally.

Solution

CWT’s technology and operations teams built a unique digital interface for the client, where users had two main options:

  • “Book a meeting room” – which links directly to CWT easy meetings, our meeting room booking tool with direct access to over 250,000 meeting rooms in more than 90 countries.
  • Or “Request support for your meeting/event,” – which would connect them directly to their local CWT teams to start planning their next event.

The interface was directly integrated into the client’s intranet and connected through SSO (single sign-on) – meaning the users would move without friction from one tool to the next without the need to log in again.

Our teams also set up account tracking tools within the system to see and measure the activity by user group or single user and allow supervisors to view and approve each booking before confirmation. The tool covered the client’s different countries in their local language and was ready to scale globally for all their markets.

Results

The client’s teams praised the platform for its excellent user experience. Employees spent considerably less time on booking venues and meeting rooms.

The client also realized that their small meetings activity was much bigger than expected. They gained total visibility on spend and more control over their budgets. For instance, much of their spending going to preferred suppliers was not consolidated and had impacted their hotel program. The client now achieved a near 100% compliance in all bookings.

Following the successful launch of the tool in its key market, the client decided to expand to more markets and more regions around the world.

Quick facts

  • 100 % compliance and budget control
  • Increased visibility of spend across markets
  • Positive feedback from users across the company

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