November 1, 2018

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

Spreadsheets can be a tried and tested means of managing events - they can track budgets, monitor resources and can be a good way of developing and managing lists. The main benefit of spreadsheets being an event management tool is the low cost linked to them. Nearly all event managers get access to spreadsheets and they are generally a widely accepted document format.

However, you can find a high number of drawbacks if event managers choose to use spreadsheets as their top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little extremely powerful way of managing all the aspects of a meeting. It’s quite possible that event managers is going to be using numerous spreadsheets, by having lots of tabs, holding so much data. Managing all of this data within spreadsheets could be confusing to a outsider, and frustrating for those users.

Lost data: Spreadsheets are only as safe because the server/system they lay on. If they’re kept on a pc hard disk, you will find there’s risk that the info will be lost contrary goes wrong with that laptop or computer. Spreadsheets can also be prone to freezing/stalling and unless the event manager is acquainted with saving on a regular basis, there’s a risky that data and work will 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 one other event mangers that the spreadsheet has evolved. If event managers require a copy from the master spreadsheet and work on that, the property owner soon becomes obsolete. There are also issues when multiple event manger should connect to the spreadsheet concurrently. Just one editable copy could be opened, inducing the others to be ‘read only’ - treatment of power to make updates.

Difficult to create reports to determine success: A key part of event management will be the capacity to analyse event success. It is important to offer the power to determine what makes a particular event successful as well as what should be measured so that you can analyse event performance. Using spreadsheets makes mtss is a difficult task. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting from the data is definitely an extremely complicated and time-consuming task. It is quite often necessity that after using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Insufficient management information: Much like the issue in creating reports to analyse performance, there’s also a deficiency of management information overall. For companies organising many events per year it’s important to be able to use a clear picture of the events as a whole; understanding delegate numbers, budgets along with other KPI’s across all events might help shape event strategy in the foreseeable future.

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