A recent survey conducted by way of a leading provider of event management software asked UK based event managers the thing that was their preferred tool for managing and planning their events. The most typical tool by far was event keeper with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets certainly are a proven means of managing events - they could track budgets, monitor resources and could be a good way of making and managing lists. The main benefit of spreadsheets just as one event management tool may be the low priced associated with them. Virtually all event managers have access to spreadsheets plus they are a widely accepted document format.

However, there are a large number of drawbacks if event managers choose spreadsheets his or her main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is not an extremely powerful approach to managing all of the areas of an event. It’s quite possible that event managers is going to be using many different spreadsheets, by having a large number of tabs, holding a lot of data. Managing all this data within spreadsheets could be confusing for an outsider, and time-consuming for all users.

Lost data: Spreadsheets are only as safe since the server/system they sit on. Should they be maintained on a pc hard drive, there’s a risk that every the info will likely be lost contrary goes wrong with that laptop or computer. Spreadsheets will also be susceptible to freezing/stalling and unless the wedding manager is used to conserving regularly, there’s a high risk that data and work is going to be lost.

Trouble keeping data updated: Many events have multiple event managers, all employing the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing one other event mangers how the spreadsheet has changed. If event managers please take a copy in the master spreadsheet and work on that, the master soon becomes out of date. There’s also issues when multiple event manger should get the spreadsheet as well. Only 1 editable copy may be opened, inducing the others to get ‘read only’ - taking out the capability to make updates.

Hard to create reports to determine success: A vital section of event management will be the power to analyse event success. It is essential to have the power to determine what is really a particular event successful and what needs to be measured to be able to analyse event performance. Using spreadsheets makes this a struggle. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting of the data is definitely an extremely complicated and frustrating task. It is extremely often necessity that after using spreadsheets, the experience of measuring event performance is forgotten or dismissed.

Deficiency of management information: Similarly to the problem in creating reports to analyse performance, there is also a deficiency of management information overall. For companies organising many events annually it is critical to be able to have a clear picture of the events in general; understanding delegate numbers, budgets as well as other KPI’s across all events will help shape event strategy later on.

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