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

Spreadsheets really are a surefire means of managing events - they can track budgets, monitor resources and can be a good way of producing and managing lists. The advantage of spreadsheets as a possible event management tool is the low priced related to them. Virtually all event managers get access to spreadsheets and they are a widely accepted document format.

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

Poor efficiency: Using spreadsheets isn’t a effective way of managing all of the elements of a celebration. It is likely that event managers will probably be using many different spreadsheets, with dozens of tabs, holding a lot of data. Managing pretty much everything data within spreadsheets may be confusing to a outsider, and time intensive for those users.

Lost data: Spreadsheets are just as safe because server/system they sit on. When they are maintained a computer hard disk drive, there is a risk that most the information is going to be lost however transpires with that laptop or computer. Spreadsheets may also be vulnerable to freezing/stalling and unless the big event manager is used to saving on a regular basis, there exists a dangerous that data and work is going to be lost.

Trouble keeping data updated: 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 other event mangers that the spreadsheet has changed. If event managers take a copy from the master spreadsheet and work on that, the property owner soon becomes outdated. Additionally, there are issues when multiple event manger needs to access the spreadsheet concurrently. Only one editable copy could be opened, resulting in the others to get ‘read only’ - taking out the capacity to make updates.

Tough to create reports to determine success: An important portion of event management could be the capability to analyse event success. It is essential to offer the capability to determine what makes a particular event successful along with what must be measured so that you can analyse event performance. Using spreadsheets makes video difficult task. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting in the data is an extremely complicated and time-consuming task. It is quite a fact of life that whenever using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Lack of management information: Similarly to the actual in creating reports to analyse performance, gleam deficiency of management information overall. For companies organising many events a year it is advisable to manage to possess a clear picture of those events all together; understanding delegate numbers, budgets as well as other KPI’s across all events can help shape event strategy in the foreseeable future.

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