A recently available survey conducted by a leading provider of event management software asked UK based event managers the fact that was their preferred tool for managing and planning their events. The most common tool certainly was event safes with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets are a tried and tested way of managing events - they can track budgets, monitor resources and is an effective way of developing and managing lists. The main benefit of spreadsheets as an event management tool is the low priced linked to them. Nearly all event managers have access to spreadsheets and they are a widely accepted document format.

However, there’s a lot of drawbacks if event managers choose to use spreadsheets his or her main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little effective technique of managing all the areas of a conference. It is likely that event managers will likely be using numerous spreadsheets, all with lots of tabs, holding so much data. Managing all of this data within spreadsheets can be confusing to a outsider, and time-consuming for many users.

Lost data: Spreadsheets are merely as safe since the server/system they lay on. If they are continued a pc hard disk, there is a risk that the information will likely be lost if anything happens to that computer or laptop. Spreadsheets will also be vulnerable to freezing/stalling and unless the big event manager is used to conserving a regular basis, there is a dangerous that data and work will likely be lost.

Trouble keeping data current: Many events have multiple event managers, all using the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing the opposite event mangers how the spreadsheet is different. If event managers take a copy in the master spreadsheet and focus on that, the actual soon becomes obsolete. Additionally, there are issues when multiple event manger must access the spreadsheet at the same time. Only one editable copy may be opened, creating the others to become ‘read only’ - removing the capability to make updates.

Hard to create reports to determine success: An important portion of event management will be the capability to analyse event success. It is important to achieve the power to know very well what is really a particular event successful as well as what should be measured as a way to analyse event performance. Using spreadsheets makes vid difficult task. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting of the data can be an extremely complicated and time consuming task. It is extremely a fact of life any time using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Deficiency of management information: Much like the actual in creating reports to analyse performance, gleam not enough management information overall. For companies organising many events 12 months you need to be capable of possess 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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