November 1, 2018

A recent survey conducted with a leading provider of event safes asked UK based event managers what was their preferred tool for managing and planning their events. The commonest tool undoubtedly was event keeper with 67% in the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets are a thoroughly tested way of managing events - they’re able to track budgets, monitor resources and could be an effective way of producing and managing lists. The main benefit of spreadsheets just as one event management tool could be the inexpensive associated with them. Many event managers gain access to spreadsheets and they are a widely accepted document format.

However, you can find a large sum of drawbacks if event managers choose spreadsheets for their main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is not an very effective way of managing all the elements of a celebration. Chances are that event managers will likely be using a number of spreadsheets, all with many tabs, holding a lot of data. Managing all this data within spreadsheets may be confusing with an outsider, and time consuming for all those users.

Lost data: Spreadsheets are only as safe since the server/system they lay on. When they are maintained some type of computer hard disk, there’s a risk that most the data will probably be lost however happens to that computer or laptop. Spreadsheets can also be vulnerable to freezing/stalling and unless the big event manager is familiar with conserving regularly, you will find there’s high-risk that data and work will probably be lost.

Trouble keeping data updated: 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 opposite event mangers the spreadsheet changed. If event managers take a copy in the master spreadsheet and develop that, the actual soon becomes outdated. There are also issues when more than one event manger has to get the spreadsheet concurrently. Only 1 editable copy might be opened, causing the others being ‘read only’ - removing the capacity to make updates.

Tough to create reports to determine success: An integral a part of event management may be the capacity to analyse event success. It is crucial to achieve the capacity to understand what makes a particular event successful and just what should be measured in order to analyse event performance. Using spreadsheets makes vid struggle. Although creating graphs and charts can be easy on spreadsheets, the amalgamation and sorting of the data is definitely an extremely complicated and frustrating task. It is extremely necessary that after using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Insufficient management information: Similarly to the issue in creating reports to analyse performance, gleam lack of management information overall. For companies organising many events per year it is critical to be able to possess a clear picture of these events as a whole; understanding delegate numbers, budgets as well as other KPI’s across all events can help shape event strategy in the foreseeable future.

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