Imagine you’re a Martian explorer, charting a course for your organization’s digital journey. Just as you’d plan your interplanetary voyage, implementing an IT strategy involves careful consideration and alignment with your business goals. Here’s how you can make the transition:

Agenda: 

1. Define Objectives: Set Our Coordinates 
2. Assess Current State: Survey the Martian Terrain 
3. Budget Allocation: Calculate Fuel Reserves 
4. Select Methodology: Choose Our Spacecraft 
5. Develop the Strategy: Set the Launch Sequence 
6. Involve Stakeholders: Establish Mission Control 

Setting Our Coordinates: Define Objectives 

Like plotting a course to Olympus Mons, we can start establishing clear objectives by understanding your organization’s goals.  

• What are we aiming to achieve with the project?
  • Please see the App Profile here: 6Atlas

• Initially, the business requirements were focused on the needs of the event promoters.
• The objective was to deliver a fully functional event management application with the following features: 

• • Event Listing
  • Online Payments with multiple currencies 
  • Appointments scheduling with speakers. (Link to Calendly) 
  • Vendor and Sponsor advertising on the app 
  • Social Media connections 
  • Ticket Sales 
  • Affiliate links for each user

Surveying the Martian Terrain: Assess Current State 

Just as we would analyze the Martian landscape, let us assess your existing IT infrastructure. What systems, processes, and technologies are in place? Identify gaps and areas for improvement. 

 Please see the application here: 6Atlas

What we have done so far… 

1. Designed an Engaging Event Website: 

• Created an attractive event website that reflects your brand. 
• Includes a clear headline, high-quality visuals, and concise copy. 
• Highlights event details, speakers, sponsors, and testimonials. 

1. Created a User-Friendly Registration Form: 

• Kept the form simple and intuitive. 
• Collects essential information: name, email, company, and role. 
• Offers ticket options (early bird, regular, VIP) with clear pricing. 

1. Implemented Early Bird Pricing: 

• Encouraging early registrations by offering discounted rates. 
• Set deadlines for early bird tickets. 

1. Automated Confirmation Emails: 

• Sends immediate confirmation emails upon registration. 

• Includes event details, tickets, and a thank-you message. 

Calculating Fuel Reserves: Budget Allocation 

On Mars, fuel is precious. Similarly, we need to allocate your budget wisely. Considering factors like hardware, software, personnel, training, and ongoing maintenance.  

• Let us look at a financial roadmap. I’ve prepared a template budget for the entire event here: 6Atlas

Choosing Our Spacecraft: Select Methodology 

Will you ride a rover or a rocket? In IT strategy pricing, methodologies matter. Waterfall or agile? Fixed-price or time-and-materials? Each has its pros and cons. Choose wisely. 

What we’re working on now… 

• Establishing an event listing process
• Consider a complete IT Strategy 

Choose the Right Registration Platform: 

Select an event registration software that aligns with your event’s needs. 

Consider features, ease of use, security, and scalability. 

Find customizable registration forms, ticketing, and seamless integration with other tools. 

Track Registrations and Analytics: 

Monitor registration numbers and trends. 

Analyze data to make informed decisions. 

On-Site Check-In Process: 

Set up efficient check-in counters. 

Use QR codes or RFID badges for quick entry. 

Provide Excellent Customer Support: 

Address inquiries promptly. 

Offer a helpline during registration and on event days. 

A well-executed ticket sales and registration process contributes to a successful conference but does not cover the complete scope of technical requirements needed to deliver at the event. 

To ensure a successful conference, we should implement an effective IT strategy.

Setting the Launch Sequence: Develop the Strategy 

Just as rockets need a launch sequence, your IT strategy requires planning. Define initiatives, prioritize projects, and create a roadmap. Consider risks, dependencies, and timelines. 

A comparable view of the IT Strategy. In the following table we can see what the event management app project strategy would look like versus a full IT Strategy. 

When planning the IT strategy for a business conference event, it is essential to align technology with the overall goals and objectives. Here are some key considerations: 

Infrastructure Readiness: 

Assess the Venue: Evaluate the conference venue’s existing infrastructure. Ensure it has robust Wi-Fi connectivity, sufficient power outlets, and audio-visual capabilities. 

Backup Systems: Plan for redundancy—backup power sources, internet connections, and equipment. Technical glitches can disrupt sessions, so having backup systems in place is crucial. 

Event App and Communication: 

Custom Event App: Develop a user-friendly event app that provides attendees with schedules, session details, speaker bios, and networking features. The app should work seamlessly across devices. 

Real-time Updates: Enable real-time notifications for schedule changes, room assignments, and important announcements. Keep attendees informed throughout the event. 

Registration and Check-in: 

Online Registration: Implement an efficient online registration system. Collect attendee data, preferences, and dietary restrictions during registration. 

Fast Check-in: Use QR codes or RFID badges for quick check-in at the event. Streamline the process to avoid long queues. 

Session Management: 

Session Tracking: Implement a system to track session attendance. This helps analyze popular topics and optimize future events. 

Interactive Sessions: Use audience response systems (ARS) or polling tools to engage attendees during sessions. Collect feedback and encourage participation. 

Networking and Engagement: 

Matchmaking Algorithms: Leverage AI-driven algorithms to suggest relevant connections for attendees. Facilitate networking based on shared interests or industries. 

Virtual Networking: For hybrid events, create virtual networking spaces where remote attendees can interact with in-person participants. 

Security and Privacy: 

Data Protection: Ensure compliance with data privacy regulations (e.g., GDPR). Safeguard attendee information and communicate your privacy policy. 

Secure Wi-Fi: Set up a secure network for attendees. Use encryption and strong passwords to prevent unauthorized access. 

Analytics and Insights: 

Track Attendee Behavior: Use analytics tools to monitor attendee engagement—session attendance, app usage, and interactions. Gain insights for future improvements. 

ROI Measurement: Measure the impact of the event by analyzing attendee satisfaction, lead generation, and business outcomes. 

An effective IT strategy for a conference goes beyond technology—it enhances the overall attendee experience, fosters networking, and contributes to the event’s success.  

• Please see the ideal IT Roster here: Implementing an Effective IT Strategy

 

Establishing Mission Control: Involve Stakeholders 

Martian missions involve collaboration. Engage stakeholders—business leaders, IT teams, and end-users. Seek their input, address concerns, and ensure alignment. 

• Please see the staff credentials list here: 6Atlas

Why? 

Upgrading from a simple business administration process to a comprehensive IT strategy is a strategic move that can significantly impact a company’s efficiency, competitiveness, and overall success. Here’s why: 

 

Enhanced Efficiency and Automation: 

A basic administration process often relies on manual tasks, spreadsheets, and disjointed systems. By embracing an IT strategy, companies can automate repetitive tasks, streamline workflows, and reduce human error. Integrated software solutions handle everything from payroll and invoicing to inventory management, freeing up valuable time for employees to focus on strategic initiatives. 

Data-Driven Decision Making: 

An IT strategy enables companies to collect, analyze, and leverage data effectively. Robust business intelligence tools provide insights into customer behavior, market trends, and operational performance. Armed with this information, organizations can make informed decisions, identify growth opportunities, and stay ahead of the curve. 

Scalability and Adaptability: 

As businesses grow, their administrative needs evolve. A simple process may suffice initially, but it becomes limited over time. An IT strategy ensures scalability by offering flexible solutions that adapt to changing requirements. Whether it’s expanding to new markets, accommodating remote work, or handling increased transaction volumes, a well-designed strategy can handle it all. 

Security and Compliance: 

Cybersecurity threats are ever-present. A comprehensive IT strategy includes robust security measures—firewalls, encryption, access controls, and regular audits. Protecting sensitive data, complying with regulations (such as GDPR or HIPAA), and safeguarding against breaches become top priorities. 

Improved Customer Experience: 

Customers expect seamless interactions. An IT strategy integrates customer relationship management (CRM) systems, chatbots, and personalized communication channels. This enhances customer satisfaction, loyalty, and retention. 

Cost Optimization: 

While implementing an IT strategy requires an initial investment, the long-term benefits outweigh the costs. Consolidating systems, reducing manual labor, and minimizing errors lead to cost savings. Additionally, cloud-based solutions eliminate the need for expensive on-premises infrastructure. 

Competitive Edge: 

In today’s digital landscape, companies that embrace technology gain a competitive edge. An IT strategy allows businesses to innovate, experiment with emerging technologies (like AI or blockchain) and stay relevant in their industry. 

In summary, transitioning from a basic administration process to a comprehensive IT strategy isn’t just about technology—it’s about empowering the entire organization to thrive in a dynamic business environment.