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

Spreadsheets can be a surefire method of managing events - they’re able to track budgets, monitor resources and could be an ideal way of making and managing lists. The advantage of spreadsheets as an event management tool is the inexpensive linked to them. Nearly 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 decide on spreadsheets for their main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little extremely powerful method of managing each of the elements of a celebration. Chances are that event managers is going to be using numerous spreadsheets, by having dozens of tabs, holding a huge amount of data. Managing this all data within spreadsheets may be confusing with an outsider, and time-consuming for many users.

Lost data: Spreadsheets are just as safe as the server/system they lay on. If they’re continued a pc hard drive, there’s a risk that all the information will likely be lost however occurs that computer or laptop. Spreadsheets can also be prone to freezing/stalling and unless the wedding manager is acquainted with saving on regularly, you will find there’s high-risk that data and work will be lost.

Trouble keeping data up-to-date: 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 the opposite event mangers that this spreadsheet is different. If event managers require a copy from the master spreadsheet and focus on that, the proprietor soon becomes obsolete. In addition there are issues when multiple event manger must access the spreadsheet simultaneously. Merely one editable copy can be opened, resulting in the others to get ‘read only’ - detaching the capability to make updates.

Difficult to create reports to determine success: An important portion of event management could be the capability to analyse event success. It is important to have the capability to determine what produces a particular event successful and just what must be measured as a way to analyse event performance. Using spreadsheets makes this a difficult job. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting in the data is definitely an extremely complicated and frustrating task. It is quite often the case any time using spreadsheets, the game of measuring event performance is forgotten or dismissed.

Not enough management information: Much like the difficulty in creating reports to analyse performance, additionally there is a not enough management information overall. For businesses organising many events 12 months it is critical to be able to possess a clear picture of these events in general; understanding delegate numbers, budgets and also other KPI’s across all events can help shape event strategy in the future.

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