A newly released 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 common tool undoubtedly was event store with 67% from the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets really are a surefire strategy for managing events - they are able to track budgets, monitor resources and can be an effective way of making and managing lists. The main benefit of spreadsheets just as one event management tool is the low cost related to them. Virtually all event managers have accessibility to spreadsheets plus they are a widely accepted document format.

However, there’s a large sum of drawbacks if event managers decide on spreadsheets his or her main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is not a very effective technique of managing every one of the facets of a meeting. It’s likely that event managers will likely be using numerous spreadsheets, by using lots of tabs, holding plenty of data. Managing all this data within spreadsheets could be confusing to an outsider, and frustrating for all users.

Lost data: Spreadsheets are just as safe since the server/system they sit down on. If they’re kept on a computer hard drive, you will find there’s risk that your data is going to be lost contrary occurs that laptop or computer. Spreadsheets are also vulnerable to freezing/stalling and unless case manager is familiar with saving on consistently, there exists a dangerous that data and work will be lost.

Trouble keeping data current: 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 how the spreadsheet is different. If event managers please take a copy from the master spreadsheet and focus on that, the actual soon becomes outdated. Additionally, there are issues when several event manger should access the spreadsheet as well. Only 1 editable copy may be opened, causing the others to get ‘read only’ - treatment of power to make updates.

Challenging to create reports to determine success: An integral part of event management will be the capacity to analyse event success. It is important to get the power to know very well what makes a particular event successful as well as what has to be measured as a way to analyse event performance. Using spreadsheets makes video trial. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting with the data is usually an extremely complicated and time intensive task. It is extremely often necessity that whenever using spreadsheets, the experience of measuring event performance is forgotten or dismissed.

Deficiency of management information: Similarly to the issue in creating reports to analyse performance, there is also a deficiency of management information overall. For companies organising many events a year it is critical to be able to have a very clear picture of these events in general; understanding delegate numbers, budgets and other KPI’s across all events will help shape event strategy in the foreseeable future.

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