T&E Plus

Update your Emergency and Crisis Management Plans

If we fail to plan, we plan to fail.  No quote is truer in a crisis management situation.  The organization that does not have the time, money or skills to dedicate to crisis management may lose clients, products, services and even worse, staff.  To underestimate crisis management importance is like telling your teenager it is OK to text while driving because an accident probably won't happen.

An excellent model to use for emergency and crisis management plans includes both proactive and reactive activities at multiple levels within an organization.  In addition to the planning model described in the table below, role plays should be carried out regularly so that everyone can practice their respond and recover roles.

	Proactive		Reactive
	Mitigate	Prepare	Respond	Recover
Enterprise	How do we decrease risk exposure?	If we recognize there is risk involved, how do we prepare in case it happens?	What immediate actions must we take in all affected areas? What must be evaluated in non-affected areas?	How do we move forward to recover from this?  Debrief?
Department	How can the department prepare by informing leaders of the risk (upward communication)? And by informing individuals and sponsors?	Within our department, what are the multiple scenarios that could occur and how do we prepare for them?	Do we have the resources and who are they in case we must respond?	How do we move forward in this department to recover from this? How do we affect change with other departments? Debrief?
Individual	What can I do to make sure that my projects, meetings, etc. incur less risk? What must I learn, and share with my leaders, to mitigate risk?	Within my scope, what could happen and how do I prepare?  What other departments or resources should I inform?	Am I prepared to respond? Do I know what the enterprise expects of me? Do I know what the department expects of me?	How did I do? What must I learn so that I am more prepared for future emergencies?  How can I help so that the recovery is quicker and less painful? Debrief?

For additional help during time of response and recover, consider contracting with a third party supplier that provides expertise.  For example, read an article in the New York Times about the services that International SOS provided during the Haiti earthquake: 

 

For Travelers in Danger, Someone to Swoop In

 

For help with your crisis management planning, contact me.

 

Debi Scholar, GLP, CMM, CMP, CTE, CTT

 

Thank you for visiting the T&E Plus Blog on expense management, travel management, business meetings, events, incentives, strategic meetings management, entertainment, virtual meetings, tickets, hotels, airlines, ground transportation, T&E policy, plus more...

 

Debi has the following designations:

· Wharton Aresty Executive Education/National Business Travel Association (NBTA) Global Leadership Professional (GLP)

· Meeting Professionals International Certificate in Meetings Management (CMM)

· Convention Industry Council Certified Meeting Professional (CMP)

· NBTA Corporate Travel Expert (CTE)

· Six Sigma Green Belt

· Chauncey Certified Technical Trainer (CTT)

 

Follow me on Twitter ...http://www.twitter.com/debischolar  and on LinkedIN at http://www.linkedin.com/in/dscholar

The information contained in this Web site is provided for informational purposes only, and should not be construed as legal advice on any matter. This information does not represent the opinions of any other party other than the author.  The links to other publicly available Web sites are provided as a convenience; we make no claims, promises or guarantees about the accuracy, completeness or adequacy of the information provided.

 

 

Strategic Meetings Management is Poetry to my Ears

Meeting and event spend left unseen

Without travel, procurement or finance teams,

May increase your risks and costs

And will affect your profit and loss.

Policy, process and operations in place

Compliance and controls that employees embrace,

Meeting and event spend strategically aligned

Strategic meetings management is defined.

Big and small meetings, low and high charges

Without proper oversight, your total spend enlarges.

Register, source, procure and contract

Using skilled resources, or you'll pay rack.

Cancellation, attrition and other such fees

Are all negotiable to some degree.

Meeting cards and reconciliation do the trick

To reduce fraud and costs, and make metrics slick.

How much meeting spend do you do?

One way to calculate is 1-3% of revenue.

Another such method involves expense,

25-35% of T&E makes good sense.

The meeting process from A to Z

Automated through technology is the key.

A self-built solution is rarely wise

Databases and Excel will lead to demise.

Insourcing, outsourcing, or a mix of the two

Using skilled resources is what you should do.

A MMC or DMC with a CMP ensures

The less likely opportunity of a meeting failure.

Carbon emissions calculated; green meetings are "in"

Shall we go virtual? Or no more water bottles again?

And speaking of virtual, to replace or complement,

They're here to stay, so increase your involvement.

So, take the initiative to reduce maverick spend!

Embrace your procurement and finance friends.

Begin strategic meetings management in your firm

Contact me for more help if you want to learn.

Debi Scholar, GLP, CMM, CMP, CTE, CTT

Thank you for visiting the T&E Plus Blog on expense management, travel management, business meetings, events, incentives, strategic meetings management, entertainment, virtual meetings, tickets, hotels, airlines, ground transportation, T&E policy, plus more...

Debi has the following designations:

· Wharton Aresty Executive Education/National Business Travel Association (NBTA) Global Leadership Professional (GLP)

· Meeting Professionals International Certificate in Meetings Management (CMM)

· Convention Industry Council Certified Meeting Professional (CMP)

· NBTA Corporate Travel Expert (CTE)

· Six Sigma Green Belt

· Chauncey Certified Technical Trainer (CTT)

Follow me on Twitter ...http://www.twitter.com/debischolar  and on LinkedIN at http://www.linkedin.com/in/dscholar

The information contained in this Web site is provided for informational purposes only, and should not be construed as legal advice on any matter. This information does not represent the opinions of any other party other than the author.  The links to other publicly available Web sites are provided as a convenience; we make no claims, promises or guarantees about the accuracy, completeness or adequacy of the information provided.

T&E Fraud and the Impact on Your Business

Fraud costs organizations millions of dollars, causes employee embarrassment, damages corporate image, and intensifies legal and regulatory liabilities. Because many employees have the ability to charge Travel and Entertainment ("T&E") expenses, and the opportunity exists, T&E fraud is an unknown epidemic in many organizations. Let's look through a magnifying glass into T&E fraud triggered by employees and understand who may be the perpetrators, why the fraud occurs, what type of fraudulent actions are common, how much it costs, and how to control it.

 

Employees who feel disenchanted with their job, or may need extra money, are not the only offenders of T&E fraud. In the Occupational Fraud and Abuse Classification System,* conflicts of interests and bribery are categorized as corruption.  In fact, some unethical behaviors that may be deemed a conflict of interest, such as personally redeeming meeting planner points that result from organization spend, and belong to the organization, may appear rational unless the company policy states that the points should be used to benefit the organization, not the individual.  If the action appears sensible, the difference between fraud and unethical behavior often lies within the company policies and guidelines.  Too often, fraud may result purposely by employees who know their wrongdoings, or innocently by employees who do not know about or understand company policy. Countless types of T&E fraud and unethical behavior occurs everyday in organizations.

 

The following examples do not represent an all-inclusive list of T&E fraudulent activities.  Fraud or unethical behavior results from employees who:

1.    create fictitious hotel bills or other bills and expense it

2.    copy, and reclaim, receipts in a future expense report

3.    expense false "below the line" expenses when receipts are not required

4.    overstate charges by expensing more than the actual costs

5.    take friends and family for meals, to entertainment venues, or on trips and expense the charges erroneously

6.    pay for products or services that are wholly or partially used for personal use

7.    collect hotel or vendor commissions that are due to the company

8.    collect and personally use meeting planner points (which are different than individual hotel rewards points) for placing meetings and events at properties

9.    use their corporate cards for personal use in order to collect rewards points that cost the organization more money for the contract with the financial services company

10.  use meeting and event suppliers that may provide something personal in return such as free trips, room nights, spa service, car service, floral service, entertainment, extra rewards points, or other amenities

11.  book company-expensed airline tickets, cancel the trip, and use the unused credit for personal travel

 

 

According to a recent survey asset misappropriation represents 88% of all fraud and corruption and bribery represents 16% of fraud.  Many organizations use internal audits as their primary investigative method; yet, many internal audit teams do not know how to find, monitor or value the fraud listed in numbers 7 through 11 above.   

 

Without a managed travel, meetings and entertainment program in place that aids in pre-empting these fraudulent practices, companies are vulnerable.  Seven percent of an organization's annual revenues are lost to fraud according to the Association of Certified Fraud Examiners 2008 Report to the Nation on Occupational Fraud & Abuse.  How much is your organization losing because of T&E fraud? And, how can you reduce it?

 

While some organization leaders may be cavalier about the loss of revenue because they do not believe the lost value is excessive, there are more reasons to cauterize fraud.  Organizations may breach competition laws or stimulate SEC scrutiny with even small-value incidents.  One example using the four-step process on how to Prevent, Identify, Mitigate and Educate (PIME) is shown below:

 

 

HOW TO:	Prevent	Identify	Mitigate	Educate
Identify the value of the meeting planner points that are redeemed for personal use	Centrally collect all meeting planner points to use for company business travel, donate to the charity of choice, or disallow all meeting planner points	Review meeting and events contracts with properties and audit the points received for redemption activity	a) Strengthen the strategic meeting management program so that designated staff procure meetings and events b) Centralize all meeting and event processes and procurement through technology to gain visibility into total volume	a) revise policy b) communicate and market that meeting planners points must be used for business use

 

 

Fraud increases during economic downturns. As such, it is more important now than ever before to focus efforts on how to reduce fraud in your organization. If you want help with T&E fraud, please contact me.

 

Debi Scholar, GLP, CMM, CMP, CTE, CTT

 

* Association of Certified Fraud Examiners 2008 Report to the Nation on Occupational Fraud & Abuse

 

Thank you for visiting the T&E Plus Blog on expense management, travel management, business meetings, events, incentives, strategic meetings management, entertainment, virtual meetings, tickets, hotels, airlines, ground transportation, T&E policy, plus more...

 

Debi has the following designations:

· Wharton Aresty Executive Education/National Business Travel Association (NBTA) Global Leadership Professional (GLP)

· Meeting Professionals International Certificate in Meetings Management (CMM)

· Convention Industry Council Certified Meeting Professional (CMP)

· NBTA Corporate Travel Expert (CTE)

· Six Sigma Green Belt

· Chauncey Certified Technical Trainer (CTT)

 

Follow me on Twitter ...http://www.twitter.com/debischolar  and on LinkedIN at http://www.linkedin.com/in/dscholar

The information contained in this Web site is provided for informational purposes only, and should not be construed as legal advice on any matter. This information does not represent the opinions of any other party other than the author.  The links to other publicly available Web sites are provided as a convenience; we make no claims, promises or guarantees about the accuracy, completeness or adequacy of the information provided.

SEEKING research on virtual meetings and events

I'm conducting research on how virtual meeting and event technologies are used for everyday use such as to include virtual attendees for virtual baby showers, bridal showers, weddings, funerals, exercise, medicine/health, meetings, coaching, etc.    If you, or others, have experience with any of these types of non-corporate type of virtual events, and are willing to share information, please contact me at [email protected] so that I can gather data.  Thanks.

Debi Scholar, GLP, CMM, CMP, CTE, CTT

Thank you for visiting the T&E Plus Blog on expense management, travel management, business meetings, events, incentives, strategic meetings management, entertainment, virtual meetings, tickets, hotels, airlines, ground transportation, T&E policy, plus more...

Debi has the following designations:

· Wharton Aresty Executive Education/National Business Travel Association (NBTA) Global Leadership Professional (GLP)

· Meeting Professionals International Certificate in Meetings Management (CMM)

· Convention Industry Council Certified Meeting Professional (CMP)

· NBTA Corporate Travel Expert (CTE)

· Six Sigma Green Belt

· Chauncey Certified Technical Trainer (CTT)

Follow me on Twitter ...http://www.twitter.com/debischolar  and on LinkedIN at http://www.linkedin.com/in/dscholar

The information contained in this Web site is provided for informational purposes only, and should not be construed as legal advice on any matter. This information does not represent the opinions of any other party other than the author.  The links to other publicly available Web sites are provided as a convenience; we make no claims, promises or guarantees about the accuracy, completeness or adequacy of the information provided.

15 Questions to Begin a Business Case

In the last few weeks, new Certificate in Meeting Management ("CMM") candidates have sought my coaching while they created their business plans to obtain their designation.  In addition to helping clients with business cases and business plans, I taught a one-day class titled, "Building a Business Case for a Strategic Meetings Management Program" at the National Business Travel Association Conference a couple of years ago and recently taught a "Building a Business Plan" class on EduFire.  I may be one of those "crazy" people who enjoys writing business cases and business plans.  

During my initial meeting with learners, I find that some are not sure how to begin. Business plans are different than business cases; yet, some of the same questions can generate the information required to complete either document.

Business plans are holistic and usually present a position about the whole organization, business unit or product line whereas a business case usually presents a position about a single idea such as investing into a technology solution.

Please see the attached one-page document that will help you get started in generating ideas. This is only the first tool in my toolbox that I use with learners.  If you have questions or want help, contact me.

 

Download Business Case Questions

 

Debi Scholar, GLP, CMM, CMP, CTE, CTT

Thank you for visiting the T&E Plus Blog on expense management, travel management, business meetings, events, incentives, strategic meetings management, entertainment, virtual meetings, tickets, hotels, airlines, ground transportation, T&E policy, plus more...

Debi has the following designations:

· Wharton Aresty Executive Education/National Business Travel Association (NBTA) Global Leadership Professional (GLP)

· Meeting Professionals International Certificate in Meetings Management (CMM)

· Convention Industry Council Certified Meeting Professional (CMP)

· NBTA Corporate Travel Expert (CTE)

· Six Sigma Green Belt

· Chauncey Certified Technical Trainer (CTT)

Follow me on Twitter ...http://www.twitter.com/debischolar  and on LinkedIN at http://www.linkedin.com/in/dscholar

The information contained in this Web site is provided for informational purposes only, and should not be construed as legal advice on any matter. This information does not represent the opinions of any other party other than the author.  The links to other publicly available Web sites are provided as a convenience; we make no claims, promises or guarantees about the accuracy, completeness or adequacy of the information provided.