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What is SIT-SAP Inside Track?
The SAP Inside Track (SIT) is a local community event where SAP community members come together to share knowledge on SAP-related topics. The event is community-driven and organized, low-cost, often sponsored or even free, and very informal: anyone interested can participate.
For more information, click here.
Motivation
We were motivated to hold the first edition of the SIT event in Fortaleza to boost the local community through free lectures on relevant SAP topics, including local success stories.
How It All Started
When my friend Manuel Robalinho returned from the SAP Inside Track Recife (2020 edition), he emphasized the importance of organizing the first edition of SIT in Fortaleza. The event in Recife planted a seed that, over time, would germinate.
"Credit goes to Marssel Vilaça, organizer of SIT Recife."
After we returned to our routines, about a month later, Manuel Robalinho approached me in the hallway and said, "Remember that idea of SIT here in Fortaleza? Let's put it into practice. I'm already counting on you." From there, we began the next step: forming the team.
Organizing Team
Commitment and availability to embark on this journey with us were the main criteria for becoming a team member.
Additionally, we believed having a multidisciplinary team with people from different backgrounds and personalities was important, as this would benefit the event's execution. After the event, we saw that this diversity was one of the decisive factors for its success.
“Having a multidisciplinary team helped us make better decisions, especially during a time with so many restrictions imposed by COVID-19.”
Here are the members of the SAP Inside Track Fortaleza team:
Photo from the 2nd edition of SAP Inside Track Fortaleza:
- Alexandre Faraco
- Amanda Almeida
- Manuel Robalinho
- Maurício Studart
- Jonys Arcanjo
- Josieudes Claudio
- Joelson Matias
Planning and Execution
We developed a plan for the event and determined its scale. Initially, we had two possible dates, but due to the uncertain pandemic scenario, we might have needed to change them.
Our original idea was to host an event for 150 people, but we had to reduce it to 100 people, including the organizing team, volunteers, speakers, and the general audience.
This was just one of the adjustments we had to make to comply with Decree 33.737 from the Ceará state government regarding COVID-19. For a complete list of adjustments, click here.
“Focusing on planning and execution gave us more time and flexibility to handle unexpected situations, such as a supplier delay or other issues.”
Meetings were held almost exclusively via videoconference (Skype or Teams), with about 100% of them in this format. Initially, we met once a week, but as the event approached, we increased the frequency to twice a week.
In the last 15 days before the event, we increased the number of meetings even further, with almost daily meetings averaging 30 minutes to address specific issues.
Volunteers
In the registration form, we included an option for volunteers and were surprised by the large number of applications. From there, we established communication with the candidates via email groups, WhatsApp, and videoconference.
Some volunteers were new to us, which was great as it gave us the opportunity to meet new people. Volunteers were divided into groups, each with a leader responsible for sharing tasks with the other volunteers.
“The engagement of the volunteers made all the difference for the event's success.”
Sponsors
Securing sponsors for the SAP Inside Track Fortaleza during the pandemic was a significant achievement for our organizing team.
The financial difficulties faced by many companies during this period made it challenging to obtain resources, but we managed to find partners who believed in our event and the potential of the SAP community in Fortaleza.
These sponsors were crucial for the event's success, contributing financial resources. Additionally, the partnerships formed with these companies during the SAP Inside Track Fortaleza strengthened relationships and opened doors for all subsequent editions.
The importance of sponsors goes beyond financial support; it also validates the work done by the SAP community.
Having companies that believe in the event and the community reinforces the significance of everyone's efforts and encourages the continuation of these initiatives.
Charity/Donations
In our initial meetings, we decided that the excess funds raised for the event would be donated to the Unidos pelo Bem and Instituto Aço Cearense organizations.
We also invited all participants to contribute with a kilogram of food. Besides the food collected, we managed to donate 40% of the funds raised.
“This action brought us great joy as we had the opportunity to help others during such a difficult time.”
The Big Day
We did face a few minor issues on the event day; however, we acted quickly and resolved them before they were noticed by the public.
During the post-event meeting, we created a list of improvements called “lessons learned,” where we noted all the flaws we identified. This list was very useful for planning future events.
Despite the challenges, the event was a success and a day of hard work and learning. Moreover, it was a great opportunity to reconnect with old friends and colleagues we've worked with throughout our careers.
Lessons Learned
Don't be fooled; we encountered many problems that we had to work around and adapt to. In the end, it worked out because we were aligned and committed to a common goal.
Today, SAP Inside Track is in its third edition. The event has evolved significantly, and we are confident that this was only possible thanks to the continuous learning and improvement implemented after the first edition.
The “lessons learned” list became a valuable resource for subsequent events, allowing us to anticipate potential problems and ensure even more efficient organization. Additionally, the partnership with sponsors strengthened, allowing us to offer more benefits and experiences to participants.
We managed to adapt and deliver a high-quality event, attracting participants from different parts of Brazil and even from other countries.
Photo from the 3rd edition of SAP Inside Track Fortaleza.
We are very proud of what we have achieved and excited about the future of SAP Inside Track in Fortaleza.
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