November 1, 2018

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

Spreadsheets really are a proven method of managing events - they’re able to track budgets, monitor resources and is an ideal way of creating and managing lists. The main benefit of spreadsheets being an event management tool will be the low priced linked to them. Many event managers have access to spreadsheets and they are generally a widely accepted document format.

However, there are a lot of drawbacks if event managers decide to use spreadsheets as his or her main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little very efficient method of managing all the facets of a conference. It’s likely that event managers will probably be using many different spreadsheets, with lots of tabs, holding a huge amount of data. Managing all of this data within spreadsheets may be confusing to an outsider, and time intensive for all users.

Lost data: Spreadsheets are only as safe since the server/system they sit on. When they are kept on some type of computer hard drive, you will find there’s risk that most the info is going to be lost if something happens to that computer or laptop. Spreadsheets are also vulnerable to freezing/stalling and unless case manager is accustomed to conserving consistently, there exists a risky that data and work is going to be lost.

Trouble keeping data updated: 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 one other event mangers how the spreadsheet changed. If event managers take a copy with the master spreadsheet and work on that, the property owner soon becomes out of date. There’s also issues when many event manger should connect to the spreadsheet at the same time. Only 1 editable copy may be opened, creating the others to become ‘read only’ - removing the capability to make updates.

Difficult to create reports to determine success: An important part of event management could be the power to analyse event success. It is essential to achieve the ability to determine what makes a particular event successful along with what must be measured so that you can analyse event performance. Using spreadsheets makes vid struggle. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting of the data is an extremely complicated and time consuming task. It’s very necessary that whenever using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Insufficient management information: Much like the actual in creating reports to analyse performance, gleam lack of management information overall. For companies organising many events annually it is critical to manage to possess a clear picture of such events as a whole; understanding delegate numbers, budgets and also other KPI’s across all events will help shape event strategy in the future.

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