A newly released survey conducted by 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 undoubtedly was event store with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets can be a thoroughly tested means of managing events - they could track budgets, monitor resources and is a good way of producing and managing lists. The main benefit of spreadsheets being an event management tool may be the inexpensive linked to them. The majority of event managers have accessibility to spreadsheets and they are a widely accepted document format.

However, there are a large number of drawbacks if event managers decide on spreadsheets his or her top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is not a extremely powerful approach to managing all the facets of an event. Chances are that event managers will probably be using a variety of spreadsheets, by using many tabs, holding a lot of data. Managing this all data within spreadsheets could be confusing with an outsider, and frustrating for many users.

Lost data: Spreadsheets are only as safe because the server/system they take a seat on. If they’re maintained on a pc hard disk, you will find there’s risk that most the info is going to be lost if something happens to that laptop or computer. Spreadsheets are also vulnerable to freezing/stalling and unless case manager is familiar with saving on regularly, there’s a dangerous 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 the other event mangers how the spreadsheet changed. If event managers take a copy of the master spreadsheet and focus on that, the property owner soon becomes outdated. In addition there are issues when many event manger must access the spreadsheet concurrently. Only 1 editable copy can be opened, causing the others to become ‘read only’ - taking out the capacity to make updates.

Difficult to create reports to measure success: A vital part of event management may be the ability to analyse event success. It is essential to have the capability to know very well what produces a particular event successful and just what should be measured as a way to analyse event performance. Using spreadsheets makes video trial. Although creating graphs and charts might 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 any time using spreadsheets, the game of measuring event performance is forgotten or dismissed.

Insufficient management information: Similarly to the issue in creating reports to analyse performance, additionally there is a not enough management information overall. For businesses organising many events annually it’s important to manage to possess a clear picture of the events all together; understanding delegate numbers, budgets and other KPI’s across all events might help shape event strategy in the future.

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