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

Spreadsheets really are a thoroughly tested way of managing events - they can track budgets, monitor resources and can be an effective way of developing and managing lists. The main benefit of spreadsheets as a possible event management tool will be the low priced associated with them. The majority of event managers have access to spreadsheets and they are a widely accepted document format.

However, there’s a large number of drawbacks if event managers choose spreadsheets as their main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is not an effective way of managing all of the areas of a celebration. It’s likely that event managers will likely be using a variety of spreadsheets, by having a large number of tabs, holding plenty of data. Managing this all data within spreadsheets might be confusing to an outsider, and time consuming for many users.

Lost data: Spreadsheets are merely as safe since the server/system they sit on. When they are continued some type of computer hard disk drive, you will find there’s risk that the information will probably be lost however transpires with that computer or laptop. Spreadsheets will also be prone to freezing/stalling and unless the big event manager is familiar with conserving consistently, there exists a high risk that data and work will be lost.

Trouble keeping data updated: 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 the opposite event mangers the spreadsheet changed. If event managers have a copy with the master spreadsheet and work on that, the master soon becomes out of date. There’s also issues when more than one event manger must connect to the spreadsheet simultaneously. Only 1 editable copy can be opened, creating the others being ‘read only’ - removing the capability to make updates.

Challenging to create reports to determine success: An important portion of event management will be the power to analyse event success. It is essential to offer the power to determine what is really a particular event successful as well as what needs to be measured as a way to analyse event performance. Using spreadsheets makes mtss is a struggle. Although creating graphs and charts can be easy on spreadsheets, the amalgamation and sorting in the data is an extremely complicated and frustrating task. It is quite often the case that after using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Lack of management information: Much like the actual in creating reports to analyse performance, additionally there is a not enough management information overall. For businesses organising many events 12 months it’s important to manage to have a clear picture of the events as a whole; understanding delegate numbers, budgets and also other KPI’s across all events might help shape event strategy later on.

More details about Best event calendar check out our new site.