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

Spreadsheets really are a tried and tested method of managing events - they can track budgets, monitor resources and could be a good way of producing and managing lists. The main benefit of spreadsheets being an event management tool could be the affordable linked to them. Nearly all event managers have access to spreadsheets and they are generally a widely accepted document format.

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

Poor efficiency: Using spreadsheets isn’t a very effective technique of managing all the aspects of a meeting. It’s likely that event managers will probably be using many different spreadsheets, by using lots of tabs, holding plenty of data. Managing this all data within spreadsheets may be confusing for an outsider, and time consuming for all users.

Lost data: Spreadsheets are merely as safe because the server/system they take a seat on. If they’re kept on a pc hard disk drive, there is a risk that all the data is going to be lost however goes wrong with that laptop or computer. Spreadsheets can also be vulnerable to freezing/stalling and unless case manager is acquainted with saving on regularly, there’s a risky that data and work is going to be lost.

Trouble keeping data updated: Many events have multiple event managers, all utilizing the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing one other event mangers how the spreadsheet changed. If event managers require a copy from the master spreadsheet and focus on that, the property owner soon becomes obsolete. There’s also issues when multiple event manger has to connect to the spreadsheet at the same time. Only one editable copy could be opened, inducing the others being ‘read only’ - detaching the capacity to make updates.

Difficult to create reports to measure success: An important portion of event management will be the capability to analyse event success. It is vital to get the ability to know what makes a particular event successful and just what needs to be measured so that you can analyse event performance. Using spreadsheets makes vid difficult job. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting from the data is an extremely complicated and time intensive task. It is quite necessary that whenever using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Insufficient management information: Much like the problem in creating reports to analyse performance, there’s also a deficiency of management information overall. For businesses organising many events per year it is critical to manage to have a very clear picture of such events all together; understanding delegate numbers, budgets as well as other KPI’s across all events can help shape event strategy later on.

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