Is Your Event a Success Story... Time to Manage it With Sarv.com

“Plans are nothing. Planning is everything.” – Albert Einstein
 

Event management is rather a very creative job to accomplish. And in order to bring out the creative side, the friendship with the trending technology is very necessary. The success of any event is highly dependent on the time management because if one section took longer than usual to complete the task, then the next section will be delayed and the trail continues. 

If you are an event management company, then focus on automation and cut short the unwanted employments. A smart technology itself can handle multiple jobs with no delay, thus reducing the manpower and chaos in coordination.

Sarv.com is one such smart solution provider with a single, seamless & unique platform with interwoven services. Through this write-up, I'll try to cover all the pains of this industry and the solution to every single one of them. 
 

 

A. Note Down The Basics

Solution by Sarv.com

STEP 1

STEP 2

Similar to the contact list preparations, flowcharts can also be easily prepared on this same platform. The additional benefit here is the automation. Let your team handle the important tasks, all the labor work and static information distribution can be done through the Virtual Receptionist. Feed the information once, prepare the IVR flow and you are done. 
 

STEP 3

Invitation Cards can be distributed via multiple options. In our daily lives, we notice that e-cards are the most popular format of sharing an invitation. So basically, there are multiple ways to distribute invitations apart from the traditional Paper Card. Most of all you will save your time by sending the invitations almost instantly as compared to the traditional paper cards which take days to be delivered. So, let's discuss the types of Invitation Cards:
 

• E-Cards

Email platform will be helpful here. Choose the design which matches your theme and prepare the cards according to your creativity. You can use the already designed templates in the platform or you can customize the design if you have the designing ability (you may hire a designer too for this purpose).  

• Voice-Cards/SMS Cards

This is one of the most simple and quick methods with which you can send invitations to thousands of people within minutes with assured responses. The Key Input tool will further help you note the number of people attending the event along with those who will think of attending or will not attend the event.  
 

• Paper Invitation Cards

This is the traditional invitation process where your invitation message will be printed on paper and posted to the given address. This is the slowest process of all as it takes days to finally deliver the invitation. Apart from this, sometimes you need to call personally to your guests as well to confirm their attendance. But you can also use this type of invitation as well to appear fancy.

B. Get The Ball Rolling

STEP 4 Share the Invitations. Note the "Yes", "No" & "Maybe"
STEP 5 Prepare workflow & Start distributing tasks to everyone, make a note for future references
STEP 6 Make sure to assign dedicated number for every dedicated part of the event
 

Solution by Sarv.com

STEP 4

Soon after the invitations are ready, start sending them following the steps in the above-displayed flowchart. Choose the suitable tool for your event; Email, Cloud Telephony with Voice/SMS or the paper card. Once all invitations sent, start noticing the responses. The most reliable response will be received via Voice. With the help of well-managed DTMF, you can segregate the list in 4 parts; Attending, Not Attending, Maybe & No Response. Once you have the data, arrange another process accordingly. 
 

• Those who are attending should be sent an acknowledgment message confirming their auspicious presence.
• Those who are not attending should be shared thank you acknowledgment for their active participation.
• Those who are not sure should be served with another invitation after a certain time interval to confirm if they changed their mind to confirm their attendance.  

You can export the final report of key inputs in one click and share it with the team to call each person individually for the acknowledgment.
 

STEP 5

The flowcharts which are already fed in the portal can not ve activated to Deliver & Retain the information. The event asks preparation in step by step format so everything is loud and clear to every person. There should be no space for confusion. Let's understand this via a dynamic flowchart example.
 

Make sure you keep similar flowcharts pre-fed in the system to run them whenever required. Once raw material ready, you can use it again and again. If required, minor editings can be done online at prior to sending. 
 

STEP 6

Cloud Telephony & Email Campaigns for regular informative notifications which are either sent from event running team or is initiated by the guests. 
 

• Toll-Free For Main Event
• Voice Broadcasting for quick announcements to all guests or the event team members
• Voice with key inputs to run quick survey
• SMS with miscall for quick inputs
• Misscall number For Guest Help Desk
• Misscall number For Event Team Help Desk
• IVR flowchart for Event Registration, Call and get information via SMS or Call etc. 

All in all, Sarv platform is able to provide multiple combinations of services like SMS+MissCall, Voice+DTMF, IVR+Webhooks etc. These combinations help to initiate and complete the task multiple time quicker than the human efforts. Manually where a person can perform limited tasks per day, this technology will surely help revoke this limitation. 
 

C. Touchup & The Final Step

STEP 7 Make sure everyone is aware of their job which is assigned to them & keep a close eye on all activities performed by every person on team for the upcoming event
 

Solution by Sarv.com

STEP 7

To conclude event in itself is a very big task to be started and completed. It needs a full dedicated team to handle any events and a full packed schedule without minutes wasted. Managers are required to run the team and team members are required to operate all the ground-level tasks. 

Relying completely on human power can slow down the process and increase the budget of the complete event. For an economic but grand event technology is essential and a very good friend. 

You can put your trust in good technology like Omni-Channel Platform to handle certain static and dynamic tasks. For other tasks, you have the team with you. 

This is a brief study to help all the Event Managers outside. Some are already using this and those who are not can go through this post to understand the golden benefits and high profits.

“Let our advance worrying become advance thinking and planning.”

– Winston Churchill