A newly released survey conducted with a leading provider of event store asked UK based event managers what was their preferred tool for managing and planning their events. The most common tool certainly was event store with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets certainly are a proven means of managing events - they could track budgets, monitor resources and is an easy way of developing and managing lists. The main benefit of spreadsheets as a possible event management tool is the inexpensive related to them. Many event managers gain access to spreadsheets and they’re a widely accepted document format.

However, there is a lot of drawbacks if event managers choose spreadsheets as his or her top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is not an very effective method of managing each of the elements of an event. It is likely that event managers will likely be using many different spreadsheets, with lots of tabs, holding so much data. Managing all of this data within spreadsheets might be confusing to an outsider, and time-consuming for many users.

Lost data: Spreadsheets are simply as safe because the server/system they take a seat on. If they are maintained on your personal computer harddrive, you will find there’s risk that the data will be lost contrary happens to that laptop or computer. Spreadsheets are also at risk of freezing/stalling and unless the wedding manager is acquainted with saving on a regular basis, there exists a high risk that data and work will likely 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 is different. If event managers please take a copy of the master spreadsheet and work on that, the master soon becomes out of date. In addition there are issues when many event manger has to access the spreadsheet simultaneously. Only one editable copy could be opened, creating the others to get ‘read only’ - removing the capability to make updates.

Hard to create reports to measure success: An important part of event management may be the capacity to analyse event success. It is important to get the ability to know very well what constitutes a particular event successful as well as what needs to be measured to be able to analyse event performance. Using spreadsheets makes vid trial. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting with the data is an extremely complicated and time-consuming task. It is often necessity that whenever using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Insufficient management information: Much like the actual in creating reports to analyse performance, there’s also a lack of management information overall. For businesses organising many events 12 months it is critical to manage to possess a clear picture of such events in general; understanding delegate numbers, budgets and other KPI’s across all events might help shape event strategy in the future.

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