November 1, 2018

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

Spreadsheets are a thoroughly tested means of managing events - they could track budgets, monitor resources and can be a good way of making and managing lists. The advantage of spreadsheets as a possible event management tool is the affordable connected with them. Many event managers gain access to spreadsheets plus they are a widely accepted document format.

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

Poor efficiency: Using spreadsheets is very little effective technique of managing all the areas of an event. It’s quite possible that event managers will likely be using many different spreadsheets, all with many tabs, holding plenty of data. Managing pretty much everything data within spreadsheets could be confusing with an outsider, and frustrating for many users.

Lost data: Spreadsheets are just as safe because server/system they sit down on. If they’re maintained on your personal computer harddrive, there’s a risk that every your data will likely be lost however transpires with that laptop or computer. Spreadsheets may also be vulnerable to freezing/stalling and unless the big event manager is familiar with conserving consistently, you will find there’s high-risk that data and work will likely be lost.

Trouble keeping data up-to-date: Many events have multiple event managers, all utilizing the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing the other event mangers the spreadsheet changed. If event managers have a copy in the master spreadsheet and work with that, the property owner soon becomes obsolete. There are also issues when multiple event manger has to access the spreadsheet as well. Merely one editable copy might be opened, resulting in the others to be ‘read only’ - taking out the power to make updates.

Hard to create reports to measure success: A vital section of event management is the power to analyse event success. It is crucial to get the power to know very well what constitutes a particular event successful along with what should be measured in order to analyse event performance. Using spreadsheets makes vid trial. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting in the data is usually an extremely complicated and time intensive task. It is extremely often the case that when using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Lack of management information: Similarly to the problem in creating reports to analyse performance, there is also a not enough management information overall. For companies organising many events annually it is advisable to be capable of have a very clear picture of these events in general; understanding delegate numbers, budgets as well as other KPI’s across all events may help shape event strategy later on.

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