'Slow down to speed up' approach to software selection
Events management system selection case study
The challenge
The Hurlingham Club’s hospitality and Banqueting Event Order (BEO) management system had reached the product end of life and was being programmatically retired by the vendor.
To avoid any disruption to the activities of the events teams, the challenge was to find a suitable replacement system and ensure that it could be successfully installed, months before the old solution was retired.
With multiple teams using the system, from Events Sales to Food & Beverage, it was critical to take all of their views on board and select a solution that would meet their differing needs equally well.
Key objectives
- Find a replacement that fits with the club's IT strategy and ecosystem
- Avoid disruption to events and venue management operations
- Act in a timely fashion to ensure proper consideration and avert rash decisions
- Select the solution that best meets needs of different user types and gain consensus
About The Hurlingham Club
Situated in Fulham overlooking the Thames and set in 42 acres of beautifully landscaped grounds, The Hurlingham Club is one of Britain’s most prestigious private members’ clubs. It has hosted many high profile events such as the BNP Paribas Tennis Classic and the Wimbledon Ball, making it a sought-after venue for those wishing to hold an exclusive event or wedding in London.
The solution
With a deadline looming, it could be tempting to fast-track the decision-making process, however that often leads to rash choices. Instead, Conduit enabled The Hurlingham Club team to work in a steady, coordinated fashion, using a proven software selection framework and a collaborative approach, allowing them to achieve their shared objectives and a consensus more quickly.
The first task was to work with the The Hurlingham Club to define, prioritise and document business needs and processes across the different teams. The information was used to identify a list of suitable vendor solutions and to provide them with critical context for their bids.
Conduit then supported the team throughout the entire RFP process lifecycle, from authoring and distributing the RFP documentation, to developing effective scoring methods, and participating in the final evaluation and contract negotiations.
How we helped
- Elicit user requirements through interviews, surveys and workshops
- Document internal processes, issues and gaps, including required functional and non-functional specifications
- Research and compile a list of suitable vendor solutions that met IT requirements and supported business strategy
- Coordinate RFI & RFP lifecycle, including creating all documentation and communicating with vendors
- Develop evaluation criteria and scoring matrices to ensure a well-balanced decision
- Evaluate proposals and responses
- Set up shortlisted vendors' demos
- Support the club during the due diligence process, including attending site visits and following up on references
- Manage and consult stakeholders throughout the entire bidding process and final vendor selection
- Assist the club in contract negotiations and high level planning for implementation
Outcome
Conduit’s coordinated approach allowed The Hurlingham Club to reach a unilateral, well-balanced and timely decision on their new software investment. With accurate planning and documentation, the process led to a smoother internal buy-in from multiple stakeholders and departments, and the successful realisation of all key business objectives.
A similar approach was used to help The Hurlingham Club to select a new CRM and Membership system.
"I highly recommend Conduit's services, they fulfil a very important and often very hard to fill gap in the whole process of understanding business process, documenting requirements and developing meaningful plans that save time and money to the organisation. If you are looking for consultants with bags of experience that always go the extra mile, look no further."
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