A recently available survey conducted by a leading provider of event store asked UK based event managers that which was their preferred tool for managing and planning their events. The most frequent tool definitely was event store 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 are able to track budgets, monitor resources and can be an easy way of creating and managing lists. The main benefit of spreadsheets just as one event management tool may be the inexpensive associated with them. Virtually all event managers have access to spreadsheets plus they are 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 isn’t a extremely powerful method of managing every one of the facets of a celebration. Chances are that event managers will probably be using numerous spreadsheets, by having a large number of tabs, holding a huge amount of data. Managing all of this data within spreadsheets can be confusing for an outsider, and time intensive for many users.

Lost data: Spreadsheets are simply as safe because the server/system they sit on. When they are maintained your personal computer hard disk, there exists a risk that all your data will probably be lost contrary goes wrong with that computer or laptop. Spreadsheets may also be vulnerable to freezing/stalling and unless the wedding manager is acquainted with saving on regularly, you will find there’s high risk that data and work will be lost.

Trouble keeping data up-to-date: Many events have multiple event managers, all with similar spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing one other event mangers that this spreadsheet is different. If event managers take a copy with the master spreadsheet and develop that, the actual soon becomes old. Additionally, there are issues when more than one event manger should connect to the spreadsheet as well. Only one editable copy can be opened, inducing the others to become ‘read only’ - removing the power to make updates.

Difficult to create reports to measure success: A vital a part of event management is the capability to analyse event success. It is crucial to have the ability to know what makes a particular event successful along with what must be measured so that you can analyse event performance. Using spreadsheets makes video difficult job. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting with the data is usually an extremely complicated and time consuming task. It is quite often the case any time using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Not enough management information: Much like the issue in creating reports to analyse performance, additionally there is a insufficient management information overall. For companies organising many events annually it is advisable to be capable of use a clear picture of those events in general; understanding delegate numbers, budgets as well as other KPI’s across all events may help shape event strategy in the future.

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