A current survey conducted by 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 frequent tool undoubtedly was event keeper with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets really are a thoroughly tested way of managing events - they’re able to track budgets, monitor resources and is an effective way of developing and managing lists. The advantage of spreadsheets just as one event management tool will be the inexpensive related to them. Virtually all event managers get access to spreadsheets and they’re a widely accepted document format.

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

Poor efficiency: Using spreadsheets is not an very efficient technique of managing all the areas of a celebration. It’s quite possible that event managers will be using a number of spreadsheets, with lots of tabs, holding a huge amount of data. Managing this all data within spreadsheets can be confusing with an outsider, and time intensive for all users.

Lost data: Spreadsheets are merely as safe since the server/system they take a seat on. When they are maintained some type of computer hard disk drive, there’s a risk that the data will likely be lost if something occurs that computer or laptop. Spreadsheets may also be at risk of freezing/stalling and unless the wedding manager is accustomed to saving on regularly, there is a risky 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 one other event mangers that the spreadsheet changed. If event managers require a copy from the master spreadsheet and work on that, the actual soon becomes old. There’s also issues when several event manger must access the spreadsheet at the same time. Just one editable copy can be opened, inducing the others to be ‘read only’ - removing the power to make updates.

Tough to create reports to measure success: An important section of event management is the capacity to analyse event success. It is important to offer the capacity to know what is really a particular event successful as well as what must be measured to be able to analyse event performance. Using spreadsheets makes mtss is a difficult task. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting with the data can be an extremely complicated and frustrating task. It is extremely often the case that after using spreadsheets, the experience of measuring event performance is forgotten or dismissed.

Lack of management information: Much like the issue in creating reports to analyse performance, there is also a not enough management information overall. For companies organising many events 12 months it is advisable to be able to have a clear picture of such events in general; understanding delegate numbers, budgets and also other KPI’s across all events will help shape event strategy later on.

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