November 1, 2018

A recently available survey conducted by the leading provider of event store asked UK based event managers what was their preferred tool for managing and planning their events. The most typical tool by far was event store with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets can be a thoroughly tested method of managing events - they’re able to track budgets, monitor resources and can be a good way of developing and managing lists. The main benefit of spreadsheets as an event management tool could be the low cost connected with them. Virtually all event managers have access to spreadsheets plus they are a widely accepted document format.

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

Poor efficiency: Using spreadsheets is very little very efficient way of managing all the areas of a conference. It’s likely that event managers will likely be using a number of spreadsheets, with lots of tabs, holding a lot of data. Managing all of this data within spreadsheets might be confusing for an outsider, and frustrating for many users.

Lost data: Spreadsheets are just as safe because the server/system they lay on. If they’re continued your personal computer harddrive, there is a risk that the data will probably be lost however occurs that laptop or computer. Spreadsheets may also be at risk of freezing/stalling and unless the wedding manager is accustomed to conserving a regular basis, there’s a high risk that data and work will be lost.

Trouble keeping data updated: 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 this spreadsheet has evolved. If event managers please take a copy from the master spreadsheet and focus on that, the actual soon becomes out of date. Additionally, there are issues when many event manger must access the spreadsheet concurrently. Just one editable copy might be opened, resulting in the others to become ‘read only’ - removing the power to make updates.

Difficult to create reports to measure success: A key a part of event management could be the capability to analyse event success. It is crucial to get the power to understand what constitutes a particular event successful as well as what should be measured in order to analyse event performance. Using spreadsheets makes video difficult job. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting of the data is an extremely complicated and time intensive task. It is extremely often necessity that whenever 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, there’s also a lack of management information overall. For companies organising many events 12 months you need to manage to use a clear picture of the events in general; understanding delegate numbers, budgets along with other KPI’s across all events can help shape event strategy in the future.

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