A newly released survey conducted by the leading provider of event safes asked UK based event managers the fact that was their preferred tool for managing and planning their events. The most typical tool undoubtedly was event management software with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets really are a thoroughly tested method of managing events - they’re able to track budgets, monitor resources and can be a good way of developing and managing lists. The advantage of spreadsheets being an event management tool is the low priced connected with them. Virtually all event managers have access to spreadsheets and they are a widely accepted document format.

However, there are a large number of drawbacks if event managers decide to use spreadsheets as his or her main event management tool. Common issues include:

Poor efficiency: Using spreadsheets isn’t a very efficient way of managing all the elements of an event. It is likely that event managers will probably be using numerous spreadsheets, by having many tabs, holding a huge amount of data. Managing all this data within spreadsheets may be confusing to a outsider, and frustrating for those users.

Lost data: Spreadsheets are simply as safe because server/system they lay on. Should they be kept on a pc hard disk drive, there is a risk that every your data will be lost if anything goes wrong with that computer or laptop. Spreadsheets are also susceptible to freezing/stalling and unless the big event manager is familiar with conserving regularly, there’s a dangerous that data and work will 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 the opposite event mangers how the spreadsheet is different. If event managers please take a copy with the master spreadsheet and work on that, the actual soon becomes outdated. Additionally, there are issues when several event manger must connect to the spreadsheet concurrently. Only one editable copy may be opened, creating the others to become ‘read only’ - taking out the capability to make updates.

Challenging to create reports to measure success: An integral portion of event management may be the ability to analyse event success. It is crucial to have the capacity to know what produces a particular event successful as well as what should be measured in order to analyse event performance. Using spreadsheets makes video trial. Although creating graphs and charts can be easy on spreadsheets, the amalgamation and sorting of the data is usually an extremely complicated and frustrating task. It is quite often the case that after using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Lack of management information: Similarly to the actual in creating reports to analyse performance, gleam insufficient management information overall. For companies organising many events 12 months you need to be capable of use a clear picture of these events as a whole; understanding delegate numbers, budgets and other KPI’s across all events can help shape event strategy later on.

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