What are the main issues that University event planners deal with?
Anyone can see that there are few organizations that have more departments and moving parts than colleges and Universities do.
It takes a lot of people to work together and run all the varying departments in a higher education institute. Yet, if everyone isn’t on the same page or communication is difficult, you won’t be as successful as you have the potential to be. That’s why having a single database for all campus events, conferences, classrooms, and facilities is the optimal way to manage your campus and improve communication. The best way to do this is have one single source of truth for all this information.
Many universities handle this in the opposite direction as they have a different system for each department. This can be extremely frustrating when departments cannot communicate and have awkward communication flows making nearly every process and task take longer than it should, with a greater potential for errors and headaches.
Multiple systems, spreadsheets and manual processes lead to poor practices that can break down and cause things to fall through the cracks. When that happens, not only do you miss out on immediate revenue, but you can potentially cost yourself future revenue in the form of opportunities and time.
Recall a bad experience that you’ve had at a restaurant – you most likely were more hesitant to go to that restaurant again or maybe you advised friends and colleagues to be wary of going there. The same goes for everyone that engages with your university through campus events of all kinds – when mistakes are made, or simple tasks are unnecessarily difficult and time-consuming, they can have a far-reaching ripple effect on your future business potential.
How Can We Make These Existing Processes Better?
A truly unified system should be powerful enough to manage and centralize, well, everything! Universities we speak with want to manage classroom spaces, student unions, conferences, facilities, schedules, contracts, finances and more. This is different than what is provided by student information systems; which are more student-facing systems designed to help with class scheduling. The rest of entities are managed a lot of times by individual processes or separate systems that do not communicate and entails a lot of double entry. One-off process and disconnected systems only defer leaks to other departments until eventually, they start there’s a major problem.
We often group departments and functions into five major groups. Those groups are conference registration, booking and scheduling, facility management, student union space reservations and event management. If even two of these groups are utilizing disconnected software systems and processes, your organization is costing itself time, creating confusion and increasing the margin for error through task and information overlap.
It simply makes things easier and less confusing for all of these departments to be operating within one database system that is specifically designed to handle these overlaps in space management. A single database simplifies communication and provides access to all necessary information with ease, while avoiding the need to tediously re-enter information multiple times.
Let’s build relationships and revenue – Customer Relationship Management Tool
Businesses often use CRM software to focus their sales process and ensure that valuable opportunities don't slip through the cracks. A University is a bit different. You don’t have traditional customers the way a corporate business might; however, you want to provide the same care and attention when it comes to managing your most important relationships.
Therefore we believe it’s so important to include a CRM in any kind of singular solution for higher education institutions. The CRM allows you to connect each relationship with all past information, likes and dislikes, notes, documents, events and balances.
Let’s Unite all event space in one spot- Booking Calendar Tool
Any kind of space management solution for a university should take into account that you have academic spaces along with a variety of other types of meeting spaces and the key is to be able to keep all departments on the same page. Event management, space reservations, academic room reservations, conference management, contracting and more should all operate in harmony and in real time inside the same, all-purpose system if mistakes are to truly be prevented.
We’ve seen major scheduling errors and contract errors be reduced by 100% when this type of comprehensive solutions is implemented. It mainly has to do with something finally connecting and accepting total responsibility for all event/space/facility management.
How do I move forward?
Having a singular campus events database can save time while cutting out confusion. If you want to move forward with uniting the processes and departments at your university or campus, explore the solutions that Ungerboeck can offer. We’ve been developing our software over 30 years of collaboration with industry professionals and want to help every potential client explore the many ways that they can improve their workflows and efficiency.