Five Ways to Go Paperless
A recent Biz Bash article referenced that as companies continuously strive to become more sustainable, new ideas are surfacing on ways to leave less of an impact on the environment. Going “green” is an ongoing trend in the meeting industry as companies strive to become environmentally conscious. What better way to do this than to go paperless? The article, “5 Tips for Hosting a Paperless Conference” provides great insight on how to utilize the readily available technology to replace regularly used items. This will also pay it forward to the company as they save on costs. The author claims, “This shift is not only environmentally friendly, it’s also cheaper (eliminating printing and shipping costs for materials) and facilitates post-event engagement by allowing attendees to save everything on their smartphones (as opposed to printed conference materials that often get thrown away).” By eliminating paper, the company not only saves money, but also attendees gain an advantage; they are able to save things in an accessible location and reflect on the event by referring back to these stored materials.
The first tip to go paperless is to inform the audience of these changes ahead of time, by using QR code technology or websites. Many attendees expect the typical paper route and if something varies, they may be thrown off course. By filling them in on the upcoming alterations, they can download the necessary software or applications and prepare by learning how they work.
Next, create a mobile-friendly website providing the attendees with the information they would have otherwise received via paper schedules. Attendees will be much happier with a website that is simple and easy to read on a mobile device.
Thirdly, provide assistance during the event. Oftentimes, technology does not work the way it should. In order to counteract potential errors, set-up a booth or station so individuals can ask questions and get support if need be. This also helps attendees feel more relaxed knowing that an expert is there to help them just in case.
Displaying QR codes in diverse locations throughout the event will give the attendees another avenue to learn more about the company or the event itself. Each attendee has a specialized name badge with a QR code linking back to their contact information. This is an easy way to start a conversation with one of your colleagues and it is an organized way to keep track of new networking.
Finally, filling out online evaluations is much “greener” than paper copies. This saves time for the attendees and for the company because the collection of information is done immediately.
