A recently available survey conducted with a leading provider of event keeper asked UK based event managers the fact that was their preferred tool for managing and planning their events. The commonest tool by far was event safes with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets really are a tried and tested means of managing events - they could track budgets, monitor resources and can be an easy way of making and managing lists. The main benefit of spreadsheets as a possible event management tool could be the affordable related to them. The majority of event managers have accessibility to spreadsheets and they are generally a widely accepted document format.

However, there is a high number of drawbacks if event managers choose spreadsheets for their top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little very efficient approach to managing all the aspects of a meeting. Chances are that event managers will probably be using many different spreadsheets, all with dozens of tabs, holding a lot of data. Managing all of this data within spreadsheets can be confusing to a outsider, and time consuming for all those users.

Lost data: Spreadsheets are only as safe since the server/system they sit down on. When they are maintained a pc hard drive, there exists a risk that most your data will be lost if something transpires with that computer or laptop. Spreadsheets are also vulnerable to freezing/stalling and unless the event manager is acquainted with saving on consistently, there’s a high risk that data and work will probably be lost.

Trouble keeping data up to date: Many events have multiple event managers, all using the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing the other event mangers the spreadsheet is different. If event managers please take a copy in the master spreadsheet and work on that, the actual soon becomes outdated. There are also issues when several event manger has to access the spreadsheet simultaneously. Just one editable copy may be opened, resulting in the others to be ‘read only’ - removing the capacity to make updates.

Tough to create reports to measure success: A vital section of event management may be the capacity to analyse event success. It is crucial to offer the capacity to know very well what produces a particular event successful and what has to be measured to be able to analyse event performance. Using spreadsheets makes mtss is a difficult task. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting with the data is usually an extremely complicated and time-consuming task. It is quite often the case any time using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Deficiency of management information: Similarly to the difficulty in creating reports to analyse performance, gleam lack of management information overall. For companies organising many events per year it’s important to be able to possess a clear picture of those events all together; understanding delegate numbers, budgets along with other KPI’s across all events can help shape event strategy in the foreseeable future.

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