IEFA
structures its event management with Zoho

How to centralize events, conferences, and speakers in an environment tailored to the organization's reality.

The International Economic Forum of the Americas (IEFA) organizes events and conferences that require the coordination of numerous activities, resources, and stakeholders.

Over time, managing these activities had become difficult to track. Information was scattered across various tools and stakeholders, processes varied from person to person, and the systems in place did not accurately reflect the reality of event organization.

IEFA therefore sought to establish a more coherent environment to better structure its events, centralize information, and improve visibility into its operations.

IEFA

International Economics

Forum of the Americas

Industrie

Organization of events, conferences, and international forums.

Challenge

Structure event management, centralize information, and improve visibility regarding activities, stakeholders, and deployed resources. Processes relied heavily on individual practices and information scattered across multiple tools.

Solution

Implementation of a Zoho environment centered on a CRM tailored for event management, supported by Zoho Books, Zoho Analytics, Zoho Backstage, and Zoho Sign, to centralize information, structure processes, and improve activity tracking.

Result

More structured event management, better organization of conferences and speakers, centralized access to information, and increased visibility into operations. Results continue to strengthen as the project progresses.

The challenge

Prior to the project, IEFA did not have a centralized environment for managing all its event-related activities.

Information was scattered across various tools and stakeholders. Work methods often relied on individual practices, complicating planning, tracking, and the flow of information.

This situation resulted in, among other things:

inconsistent event management;
complex coordination of external stakeholders;
limited visibility regarding mobilized resources;
difficulty tracking events consistently;
tools poorly aligned with the realities of event management;
a heavy reliance on individual knowledge.

The challenge, therefore, was not simply to replace a tool. The priority was to structure processes so that the organization could better understand and manage its activities as a whole.

The Solution

Tayo Solutions assisted IEFA in setting up a Zoho environment designed around its event management processes.

The approach began with the analysis and formalization of work methods. The goal was to understand how IEFA organizes its events, coordinates its conferences, and manages its various speakers before adapting the tools.

Zoho CRM was then configured as the central hub of the environment. Rather than using it solely for contact management, the CRM was adapted to structure events, conferences, speakers, and activity tracking.

Adapting CRM for event management with Zoho

The CRM was configured as a central management hub to structure events, conferences, speakers, and activity tracking.

Centralize information

Data related to event activities is gradually being consolidated into a single environment to facilitate access to information and the monitoring of operations.

Structuring financial monitoring

Zoho Books was implemented to support financial tracking for events and to better link operational activities with the organization's administrative realities.

Improve visibility

Zoho Analytics enables the consolidation of key information to facilitate the tracking of events, resources, and organizational activities.

Integrate event management

Zoho Backstage and Zoho Sign have been integrated into the environment to support event operations and agreement management, respectively.

Automate key processes

Automation and customization measures were gradually implemented to reduce manual tasks and support more consistent working methods.

In their own words:

« Our goal was not simply to implement new tools, but to better structure the way we work. Today, we have a much clearer environment for managing our events, coordinating our speakers, and tracking our activities. »

The results

Although the project is still evolving, several benefits are already observable in the organization's daily operations.

Gain a more comprehensive view of activities

With information now consolidated in a centralized environment, teams benefit from a better overview of the events, conferences, and resources involved.

Better coordinate the stakeholders

Data structuring facilitates the tracking of external contributors and improves coordination among the various stakeholders involved in the events.

Standardize work methods

Processes are being progressively formalized and harmonized, reducing reliance on individual practices and fostering more uniform execution of activities.