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

Spreadsheets can be a thoroughly tested way of managing events - they’re able to 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 cost associated with them. The majority of event managers get access to spreadsheets plus they are a widely accepted document format.

However, there is a large sum of drawbacks if event managers decide to use spreadsheets his or her top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little very efficient technique of managing each of the facets of a celebration. It’s likely that event managers will likely be using a number of spreadsheets, with dozens of tabs, holding so much data. Managing pretty much everything data within spreadsheets may be confusing to an outsider, and time intensive for many users.

Lost data: Spreadsheets are just as safe as the server/system they sit down on. When they are maintained your personal computer hard disk, there exists a risk that every the info will likely be lost if something goes wrong with that computer or laptop. Spreadsheets can also be at risk of freezing/stalling and unless the wedding manager is acquainted with saving on consistently, there exists a high risk 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 the spreadsheet has evolved. If event managers require a copy with the master spreadsheet and focus on that, the actual soon becomes outdated. There’s also issues when multiple event manger should get the spreadsheet simultaneously. Merely one editable copy might be opened, inducing the others to be ‘read only’ - taking out the power to make updates.

Difficult to create reports to measure success: A vital part of event management could be the power to analyse event success. It is crucial to get the ability to understand what is really a particular event successful as well as what should be measured as a way to analyse event performance. Using spreadsheets makes mtss is a difficult task. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting of the data can be an extremely complicated and time-consuming task. It is often the case any time using spreadsheets, the game of measuring event performance is forgotten or dismissed.

Insufficient management information: Similarly to the issue in creating reports to analyse performance, there’s also a not enough management information overall. For companies organising many events per year it is critical to manage to have a clear picture of those events overall; understanding delegate numbers, budgets and other KPI’s across all events may help shape event strategy down the road.

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