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

Spreadsheets certainly are a proven way of managing events - they could track budgets, monitor resources and can be an effective way of creating and managing lists. The advantage of spreadsheets being an event management tool could be the affordable linked to them. Many event managers get access to spreadsheets plus they are a widely accepted document format.

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

Poor efficiency: Using spreadsheets isn’t a effective way of managing every one of the aspects of a celebration. It’s quite possible that event managers will be using a variety of spreadsheets, with dozens of tabs, holding a lot of data. Managing this all data within spreadsheets might be confusing to an outsider, and time consuming for many users.

Lost data: Spreadsheets are only as safe as the server/system they sit down on. Should they be maintained on a computer hard disk drive, there’s a risk that all the information is going to be lost if anything occurs that laptop or computer. Spreadsheets may also be at risk of freezing/stalling and unless the big event manager is accustomed to saving on consistently, there is a dangerous that data and work will probably 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 one other event mangers that this spreadsheet changed. If event managers have a copy in the master spreadsheet and work with that, the proprietor soon becomes old. There are also issues when several event manger has to connect to the spreadsheet simultaneously. Just one editable copy could be opened, inducing the others to get ‘read only’ - taking out the capacity to make updates.

Tough to create reports to determine success: An integral part of event management may be the capability to analyse event success. It is crucial to offer the ability to know very well what makes a particular event successful and what needs to be measured to be able to analyse event performance. Using spreadsheets makes video struggle. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting of the data is usually an extremely complicated and frustrating task. It is quite a fact of life that whenever using spreadsheets, the game of measuring event performance is forgotten or dismissed.

Lack of management information: Similarly to the problem in creating reports to analyse performance, there is also a insufficient management information overall. For businesses organising many events annually it is critical to be capable of use a clear picture of these events as a whole; understanding delegate numbers, budgets as well as other KPI’s across all events may help shape event strategy in the future.

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