How smart event planning saves resources

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From heterogeneity to productivity: how smart event planning saves resources and increases efficiency

The Challenge

Profil M is the market leader for leadership development in Germany. More than 90 consultants guarantee flexibility and reliability in the design and implementation of assessment and development centers for discerning clients. Around 50 percent of the events take place with participants from all over the world.

A team of 60 office employees ensures maximum efficiency, excellent quality and optimum service in event planning. Profil M draws on the experience of over 20,000 enthusiastic training participants and 10,000 valid statements of potential every year.

At the heart of this is the coordination of consultants, customer appointments and internal processes - a complex system with many participants and high dynamics. Previously, planning was carried out using various decentralized individual tools, a lot of manual work and individual coordination. This worked, but was time-consuming, non-transparent, not very scalable and prone to frictional losses.

The solution

Together with Profil M, we responded to this situation with a new, future-proof approach. A team of 15 experts from project management, UX design, development, architecture and DevOps worked closely with the customer's product owner, the specialist departments and IT. In an initialization sprint, we analysed the existing business and planning process, identified potential and developed a digital target image on this basis: the event planner.

From requirements analysis and user research to prototyping and validated UX design, we relied on a user-centered, agile and iterative development process. Step by step, this resulted in an application that is not only functionally impressive, but is also precisely tailored to Profil M's business processes and the users' working methods.

The event planner supports the efficient and transparent organization of events - from the initial customer inquiry to the appointment of suitable consultants. The solution integrates existing systems, reduces manual effort and noticeably increases planning quality.

The result

With the go-live of the event planner, Profil M was able to take event planning to a new level. Processes have been standardized, coordination simplified and important resources deployed in a more targeted manner. Project assistance is now significantly relieved, consultants can be optimally deployed - and customer inquiries at short notice can be dealt with more quickly.

The event planner is therefore not just a one-off solution, but an initial, essential component of a modular, scalable product landscape that supports Profil M in the long term - both technologically and professionally.