In a business that requires extraordinary multitasking, GPJ event managers are among the best, often juggling up to 30 events simultaneously. The results are highly polished, top-quality meetings that frequently spotlight their customers’ sophisticated technology.

1. Case Study
IBM Software Group Professional Services
George P. Johnson (Japan) Ltd. (GPJ) is the Japanese branch of
a leading experience marketing agency. The company produces
and manages high-visibility events for global clients, ranging from
large-scale exhibitions to small-scale seminars.
Challenge
In a business that requires extraordinary multitasking, GPJ event
managers are among the best, often juggling up to 30 events
simultaneously. The results are highly polished, top-quality meetings
that frequently spotlight their customers’ sophisticated technology.
But behind the scenes, GPJ event managers were struggling with
an antiquated project management method: email and spreadsheets.
The problem? These communications were inadequate and inefficient,
and the complex network of players involved in event planning often
ignored them. With customers, venue contacts, media and producers
on the outside, and a host of internal participants, emails multiplied
exponentially. Large files containing images or videos bounced from
email boxes because of size limitations. Mountains of emails meant
team members had to dig for details and deadlines that were easily
missed. Spreadsheet versions overlapped and communication was
slow, primarily because it moved in one direction at a time.
Solution
A web-based project management tool was available from GPJ
headquarters, but its English-only interface and slow uploading
time frustrated the Japan team. As an existing IBM Lotus Notes®
user, the company opted to add IBM SmartCloud™ Engage (formerly
LotusLive™ Engage) services to the environment for their high level
of security, complete functionality and trusted architecture. The
solution includes IBM SmartCloud Connections, a collaborative
service that incorporates file sharing, activity management and instant
George P. Johnson Ltd.
increases productivity
through collaboration
Agency improves team performance in Japan using
IBM SmartCloud Engage cloud-based services
Solution Components:
Cloud services
• IBM SmartCloud™ Engage
Overview
Information overload
Charged with handling numerous
complex projects simultaneously, George
P. Johnson event managers realized email
was an inadequate, inefficient way to
communicate with key players.
Clear communications
Adding IBM SmartCloud Engage social
cloud collaboration services to an existing
IBM Lotus Notes environment centralized
information, helped clarify tasks and
enhanced meeting results.
Improved visibility and productivity
Replacing email and spreadsheets with
cloud-based services drove productivity
higher, helped participants share critical
data more quickly and improved
collaboration.

2. LOC14272-USEN-01
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Please Recycle
“The greatest effects have been the increase in
productivity, clarification of goals and tasks
and improved visibility of deadlines. Our
regular meetings are shorter, and matters
move forward more quickly.”
—Shinsuke Nogami, event manager, George P. Johnson (Japan) Ltd.
messaging, and the IBM SmartCloud Meetings service, which enables
meetings over the web while sharing presentations. Both services
offered an opportunity to create a new process for the exchange of
critical, time-sensitive information to key audiences worldwide, both
inside and outside of the company.
GPJ uses SmartCloud Engage services to replace most of the email
exchanges that previously challenged information sharing. Operations
data—including weekly meeting minutes, schedule changes and routine
communications—is in the shared space for browsing and updating.
Large files are easily posted, and best of all, activity areas clearly
delineate tasks, owners and deadlines.
SmartCloud Engage cloud services also helped the geographically
dispersed teams conduct more efficient meetings, go on fewer in-person
business trips and support multiple presenters. Outsiders can attend
web meetings as guests, so more is accomplished in less time.
Further, for several days at the time of the Great East Japan
Earthquake, team members were able to meet from their homes,
ensuring that shows—and GPJ business—went on as planned.
Benefits
• Boosts productivity and improves project management overall with
more effective information sharing
• Clarifies tasks and deadlines, eliminating wasted time spent tracking
the latest versions, responsibilities and status updates
• Enhances collaboration to foster stronger teams and increase
customer satisfaction
For more information
To learn more about IBM SmartCloud for Social Business service
offerings, contact your IBM sales representative or IBM Business
Partner, or visit: ibmcloud.com/social