November 1, 2018

A recent survey conducted by the leading provider of event safes asked UK based event managers the thing that was their preferred tool for managing and planning their events. The most frequent tool by far was event safes with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets can be a tried and tested method of managing events - they can track budgets, monitor resources and could be an effective way of making and managing lists. The advantage of spreadsheets just as one event management tool will be the low priced linked to them. Nearly all event managers get access to spreadsheets plus they are a widely accepted document format.

However, there’s a lot of drawbacks if event managers choose to use spreadsheets as their top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little very efficient technique of managing all the facets of an event. It’s likely that event managers will probably be using a variety of spreadsheets, with many tabs, holding plenty of data. Managing pretty much everything data within spreadsheets can be confusing to an outsider, and time-consuming for many users.

Lost data: Spreadsheets are simply as safe since the server/system they sit down on. If they are continued a computer hard drive, there is a risk that your data will be lost if anything transpires with that laptop or computer. Spreadsheets may also be vulnerable to freezing/stalling and unless the big event manager is acquainted with conserving a regular basis, 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 with similar spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing the other event mangers that the spreadsheet changed. If event managers please take a copy with the master spreadsheet and work with that, the property owner soon becomes old. In addition there are issues when many event manger needs to connect to the spreadsheet as well. Only one editable copy may be opened, causing the others being ‘read only’ - detaching the ability to make updates.

Challenging to create reports to determine success: A key section of event management could be the ability to analyse event success. It is crucial to have the power to understand what makes a particular event successful and what should be measured in order to analyse event performance. Using spreadsheets makes mtss is a difficult job. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting from the data can be an extremely complicated and time-consuming task. It’s very often necessity that when using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Lack of management information: Similarly to the difficulty in creating reports to analyse performance, there is also a not enough management information overall. For companies organising many events 12 months it’s important to have the ability to have a very clear picture of the events in general; understanding delegate numbers, budgets as well as other KPI’s across all events might help shape event strategy down the road.

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