A recent survey conducted with 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 typical tool undoubtedly was event store with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets certainly are a surefire means of managing events - they can track budgets, monitor resources and is an effective way of making and managing lists. The advantage of spreadsheets as a possible event management tool will be the inexpensive linked to them. Many event managers have access to spreadsheets and they’re a widely accepted document format.

However, there is a lot of drawbacks if event managers decide to use spreadsheets for their top level management tool. Common issues include:

Poor efficiency: Using spreadsheets isn’t a effective approach to managing all of the elements of an event. It is likely that event managers will likely be using numerous spreadsheets, by having a large number of tabs, holding a huge amount of data. Managing all this data within spreadsheets might be confusing with an outsider, and time intensive for those users.

Lost data: Spreadsheets are merely as safe because server/system they lay on. If they’re maintained on a computer harddrive, there is a risk that most your data is going to be lost contrary happens to that laptop or computer. Spreadsheets may also be susceptible to freezing/stalling and unless the big event manager is accustomed to saving on a regular basis, you will find there’s dangerous that data and work will probably be lost.

Trouble keeping data up to date: Many events have multiple event managers, all employing the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing another event mangers how the spreadsheet has changed. If event managers please take a copy of the master spreadsheet and work on that, the actual soon becomes out of date. In addition there are issues when more than one event manger has to connect to the spreadsheet at the same time. Merely one editable copy may be opened, resulting in the others to be ‘read only’ - detaching the power to make updates.

Tough to create reports to measure success: An integral section of event management will be the capability to analyse event success. It is crucial to achieve the capacity to determine what produces a particular event successful along with what has to 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 with the data is definitely an extremely complicated and time-consuming task. It is extremely often necessity that when using spreadsheets, the experience of measuring event performance is forgotten or dismissed.

Lack of management information: Similarly to the issue in creating reports to analyse performance, gleam not enough management information overall. For businesses organising many events a year you need to be able to have a clear picture of those events all together; understanding delegate numbers, budgets as well as other KPI’s across all events might help shape event strategy in the foreseeable future.

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