A newly released survey conducted by way of a leading provider of event safes asked UK based event managers what was their preferred tool for managing and planning their events. The most common tool by far was event management software with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets really are a thoroughly tested way of managing events - they’re able to track budgets, monitor resources and can be an ideal way of developing and managing lists. The advantage of spreadsheets as a possible event management tool may be the low priced associated with them. Many event managers have accessibility to spreadsheets and they’re a widely accepted document format.

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

Poor efficiency: Using spreadsheets is not an effective approach to managing all of the elements of a conference. It’s quite possible that event managers is going to be using a variety of spreadsheets, by having lots of tabs, holding so much data. Managing all this data within spreadsheets may be confusing for an outsider, and time consuming for many users.

Lost data: Spreadsheets are merely as safe since the server/system they sit on. If they are continued a pc hard drive, you will find there’s risk that most the info will likely be lost if anything occurs that laptop or computer. Spreadsheets are also at risk of freezing/stalling and unless the big event manager is used to conserving consistently, you will find there’s risky 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 one other event mangers the spreadsheet has evolved. If event managers have a copy with the master spreadsheet and develop that, the property owner soon becomes outdated. In addition there are issues when many event manger must connect to the spreadsheet concurrently. Only one editable copy can be opened, creating the others to become ‘read only’ - treatment of power to make updates.

Hard to create reports to determine success: A vital section of event management will be the ability to analyse event success. It is vital to offer the capability to understand what is really a particular event successful as well as what has to be measured in order to analyse event performance. Using spreadsheets makes this a struggle. 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 quite often the case that whenever using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Insufficient management information: Similarly to the difficulty in creating reports to analyse performance, additionally there is a insufficient management information overall. For businesses organising many events a year it is critical to be capable of have a very clear picture of these events as a whole; understanding delegate numbers, budgets and other KPI’s across all events can help shape event strategy in the future.

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