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Populous Coordinates Major Sporting Events With Smartsheet

Populous needed a collaborative solution for organizing the world's largest sporting events. Coordinating more than 270 vendors and contractors was no easy feat. The MVP was Smartsheet, which offered real-time information, anytime and anywhere.

Industry

  • Construction/ Engineering

Organization Size

  • Medium (50 - 999 employees)

Region

  • North America

Use Cases

  • Event Management

Smartsheet has definitely improved our productivity, impressed our clients and vendors, and made project management for major sporting events much easier.

Hailee Damp, Event Coordinator

Major sporting events like the Final Four are exciting. Coordinating their logistics behind the scenes will get your adrenaline pumping, too. On game days the team at Populous, an architecture and event design firm, has to complete over 2,000 tasks and coordinate over 160 deliveries. To keep all of those balls in the air, they needed a tool that would help simplify their work and reduce the hours spent chasing critical details.

“We relied on over 200 vendors. Making sure others did their job was the only way we could succeed,” says Hailee Damp, Event Coordinator. She and her team made a list of their needs.

It Had To Be Usable On the Go

Successful event coordination involves multiple touch points and dynamic workflows. Populous needed a collaborative solution for a team on the move, with anytime, anywhere access for phones and tablets.

It Had to Streamline Operations

Previously, logistics management at Populous was a combination of email, Excel worksheets, phone calls, and Word documents. The team needed a single platform to simplify operations, save time, and reduce deadline risks.

It Had to Be Simple

With 272 vendors and contractors, it was necessary to find a tool that would be easy for all vendors to understand and to use without training.

Smartsheet fulfilled all of the requirements of the Populous team.

Event Coordination on Mobile

Damp and her team could create a sheet that stored vendor information in one location. Its spreadsheet-like simplicity made it easy to read on the go. And the team could access and send documents on any and all devices.

Organized Stadium Operations

Coordinating vendors, tasks and deliveries required a serious level of organization. Smartsheet’s automatic alerts communicated status changes and impending deadlines. Team members could report and share daily milestones, and details were conveniently summarized in dashboard for easy viewing.

Ease of Use

Smartsheet’s easy-to-understand format scored big points with Damp and her team. Collaborating was simplified with spreadsheet-like fields, the ability to connect attachments with details added context and clarity, and Smartsheet provided one source of truth, with real-time information in a single location.

“Smartsheet has definitely improved our productivity, impressed our clients and vendors, and made project management for major sporting events much easier,” says Damp.