A recent survey conducted by way of a leading provider of event keeper asked UK based event managers what was their preferred tool for managing and planning their events. The most frequent tool certainly was event safes with 67% in the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets really are a thoroughly tested way of managing events - they can track budgets, monitor resources and can be an effective way of producing and managing lists. The main benefit of spreadsheets as a possible event management tool is the affordable connected with them. Many event managers have accessibility to spreadsheets and they’re a widely accepted document format.

However, there are a large number of drawbacks if event managers decide to use spreadsheets as their top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little effective technique of managing every one of the areas of a celebration. It’s likely that event managers is going to be using a number of spreadsheets, with dozens of tabs, holding plenty of data. Managing this all data within spreadsheets may be confusing with an outsider, and time-consuming for those users.

Lost data: Spreadsheets are only as safe since the server/system they lay on. Should they be kept on some type of computer hard disk, there is a risk that every the information is going to be lost contrary goes wrong with that laptop or computer. Spreadsheets may also be susceptible to freezing/stalling and unless the event manager is accustomed to conserving a regular basis, there’s a high-risk that data and work will 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 another event mangers that the spreadsheet has changed. If event managers require a copy of the master spreadsheet and focus on that, the actual soon becomes out of date. Additionally, there are issues when several event manger must access the spreadsheet as well. Only one editable copy can be opened, inducing the others to get ‘read only’ - taking out the power to make updates.

Challenging to create reports to measure success: A key part of event management could be the capability to analyse event success. It is essential to get the capacity to understand what is really a particular event successful and just what needs to be measured so that you can analyse event performance. Using spreadsheets makes video trial. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting from the data can be an extremely complicated and time intensive task. It is extremely often necessity that after using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Lack of management information: Much like the problem in creating reports to analyse performance, there’s also a lack of management information overall. For businesses organising many events per year it is advisable to manage to possess a clear picture of these events as a whole; understanding delegate numbers, budgets and also other KPI’s across all events may help shape event strategy in the future.

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