TED Conferences uncovers AI to boost efficiency by 30%

As TED expanded rapidly across various content formats, it faced difficulties in scaling event operations while preserving the unique quality that defines its experiences. West Monroe conducted a comprehensive discovery to identify where manual effort and resource strain were limiting growth. We mapped existing workflows and pinpointed opportunities to apply AI-driven automation to routine planning tasks, including scheduling, staffing, and communications. These insights became the foundation for a strategic AI roadmap designed to maintain TED’s signature quality while expanding event capacity.

Over eight weeks, West Monroe delved into TED’s event operations, measuring tools, workflows, and resource utilization across different event types. We partnered closely with leadership to co-create a capacity model, then layered in AI-powered tools for speaker matching, session scheduling, and resource planning. By piloting automation in key areas, we proved its impact—freeing up teams from manual tasks and creating more room for strategy and innovation. The resulting strategy balanced short-term enhancements with longer-term transformations aimed at boosting efficiency and collaboration.

West Monroe presented TED with a strategic set of recommendations to boost event capacity and operational efficiency. By introducing AI-driven solutions in processes like speaker management, we projected a potential 50% reduction in task time, creating organizational efficiencies. Our suggestions for streamlining vendor management could also result in a 20% cost reduction. With these improvements, TED could add three to five new events per year, leveraging time saved to gain a competitive advantage and increase customer satisfaction. The roadmap balanced quick wins with longer-term growth strategies, laying the groundwork for sustainable scaling.