A newly released survey conducted by a leading provider of event store 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 safes with 67% in the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets certainly are a tried and tested strategy for managing events - they’re able to track budgets, monitor resources and is a good way of creating and managing lists. The main benefit of spreadsheets as a possible event management tool may be the low priced linked to them. Nearly all event managers have access to spreadsheets and they are generally a widely accepted document format.

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

Poor efficiency: Using spreadsheets is not a effective method of managing all the facets of an event. It’s likely that event managers will be using many different spreadsheets, all with a large number of tabs, holding a huge amount of data. Managing pretty much everything data within spreadsheets could be confusing to a outsider, and time-consuming for all users.

Lost data: Spreadsheets are just as safe as the server/system they sit down on. Should they be maintained your personal computer hard disk, you will find there’s risk that all your data will be lost however occurs that computer or laptop. Spreadsheets may also be susceptible to freezing/stalling and unless the wedding manager is acquainted with saving on consistently, there is a high risk that data and work will be lost.

Trouble keeping data up-to-date: Many events have multiple event managers, all using the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing another event mangers that this spreadsheet is different. If event managers have a copy from the master spreadsheet and develop that, the master soon becomes obsolete. Additionally, there are issues when more than one event manger should get the spreadsheet at the same time. Just one editable copy can be opened, inducing the others to get ‘read only’ - detaching the capability to make updates.

Difficult to create reports to measure success: A vital part of event management may be the capacity to analyse event success. It is crucial to achieve the ability to know what produces a particular event successful as well as what needs to be measured to be able to analyse event performance. Using spreadsheets makes mtss is a difficult task. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting of the data is definitely an extremely complicated and time-consuming task. It’s very often the case any time using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Insufficient management information: Similarly to the difficulty in creating reports to analyse performance, additionally there is a not enough management information overall. For companies organising many events a year it is advisable to manage to have a very clear picture of the events all together; understanding delegate numbers, budgets and other KPI’s across all events may help shape event strategy in the future.

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