Twenty chairs looked towards the stage for the first conference of the Global Clinical Supplies Group (GCSG) just over three decades ago. Today, GCSG’s US conferences are attended by more than 370 people representing 155 companies. And their European conferences reach an audience of 133 attendees across 73 companies.
The Global Clinical Supplies Group is a forum for open discussion for the sharing of knowledge and best practices for clinical supply.
Such growth has been excellent to track over the years, yet along with it came increasing complexity and strain on the system. Which was causing GCSG issues.
“GCSG needed to revamp their conference registration process,” said Mariana, United Virtualities’ Production Director — although we like to call her Maru. “They had been using a third-party platform for many years, which was very limited in user experience, design, branding and functionality.”
These were the issues that GCSG came to United Virtualities with. So how exactly did we organize the project?
“We had to focus on their needs and design the process around the following goals,” added Maru. “Simplify and reduce the amount of work needed by GCSG internal team to manage the registrations; and improve the user experience, simplifying the registration process for users with clearer steps across multiple devices.
“We learned the details of their process and we challenged and discussed ways to improve each piece of it, and designed a new solution around their needs (instead of them adjusting to the platform as it used to be).”
After multiple workshop sessions and meetings with different stakeholders of the organization, the process was pinned down. “We then designed the experience, presented an interactive prototype, iterated on improvements, and then finally developed the solution.”
But then something happened that would completely change the direction of the project.
“A couple months prior to launching the project,” added Maru, “the client communicated that they were going virtual instead of the traditional in-person conference. For this we had to adapt the registration process to the new variables.
“We also had to import registrants from the conference that was cancelled from April, which required us to consider credit/balance management for the new registration.”
This was a long project with many twists and turns and even more team members. The discovery process was almost two years ago! Yet digital is what we do both in our work and how we work.
“We had daily scrum calls with the team, every single day for over a year,” said Maru. “We also used this time to discuss ideas, issues, possible solutions, and… exchange stories, music, traditional foods from our team’s countries, and everyday life stuff.”
We do love tech but we are certainly not robots. We love our work, but we also love to laugh, share stories, and cultures.
“We learnt for example,” added Maru, “that one of our devs from Mexico (Nephtali) loves cumbia villera (Argentine music) and he recorded a video playing it on YouTube. And another one of our devs, Victor, saw the birth of his daughter during the project! So it was super nice sharing with him the last minute preparations and the excitement around the birth!”
And finally, we want to thank all of the folks who were involved in the project, with many sleepless nights and work-fueled weekends: Mariana Lopez La Rosa, Marco Pérez, Damian Carrizo, Antonio Barron, JJ, Victor, Randy Delfin, Eric Garcia, Julio Valencia, Mike Ortiz, Nephtali Hernández, the QA’s that also provided valuable support: Raul Rodriguez and Javier Pacheco. And Santi and Alejandra Monguillot for providing needed help along the way.