George P. Johnson Ltd. increases productivity through collaboration

Challenge

In a business that requires extraordinary multitasking, GPJ event managers are among the best, often juggling up to 30 events simultaneously. The results are highly polished, top-quality meetings that frequently spotlight their customers’ sophisticated technology.

But behind the scenes, GPJ event managers were struggling with an antiquated project management method: email and spreadsheets. The problem? These communications were inadequate and inefficient, and the complex network of players involved in event planning often ignored them. With customers, venue contacts, media and producers on the outside, and a host of internal participants, emails multiplied exponentially. Large files containing images or videos bounced from email boxes because of size limitations. Mountains of emails meant team members had to dig for details and deadlines that were easily missed. Spreadsheet versions overlapped and communication was slow, primarily because it moved in one direction at a time.

Solution
A web-based project management tool was available from GPJ headquarters, but its English-only interface and slow uploading time frustrated the Japan team. As an existing IBM Lotus Notes® user, the company opted to add IBM SmartCloud™ Engage (formerly LotusLive™ Engage) services to the environment for their high level of security, complete functionality and trusted architecture. The solution includes IBM SmartCloud Connections, a collaborative service that incorporates file sharing, activity management and instant messaging, and the IBM SmartCloud Meetings service, which enables meetings over the web while sharing presentations. Both services offered an opportunity to create a new process for the exchange of critical, time-sensitive information to key audiences worldwide, both inside and outside of the company.

GPJ uses SmartCloud Engage services to replace most of the email exchanges that previously challenged information sharing. Operations data—including weekly meeting minutes, schedule changes and routine communications—is in the shared space for browsing and updating. Large files are easily posted, and best of all, activity areas clearly delineate tasks, owners and deadlines.

SmartCloud Engage cloud services also helped the geographically dispersed teams conduct more efficient meetings, go on fewer in-person business trips and support multiple presenters. Outsiders can attend web meetings as guests, so more is accomplished in less time.

Further, for several days at the time of the Great East Japan Earthquake, team members were able to meet from their homes, ensuring that shows—and GPJ business—went on as planned.

Benefits
· Boosts productivity and improves project management overall with more effective information sharing
· Clarifies tasks and deadlines, eliminating wasted time spent tracking the latest versions, responsibilities and status updates
· Enhances collaboration to foster stronger teams and increase customer satisfaction

For more information
To learn more about IBM SmartCloud for Social Business service offerings, contact your IBM sales representative or IBM Business Partner, or visit: ibmcloud.com/social