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

Spreadsheets really are a tried and tested strategy for managing events - they’re able to track budgets, monitor resources and could be an easy way of creating and managing lists. The advantage of spreadsheets as a possible event management tool will be the affordable connected with them. The majority of event managers get access to spreadsheets and they’re a widely accepted document format.

However, there are a large number of drawbacks if event managers choose spreadsheets for their top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is not a very efficient way of managing each of the facets of a meeting. It is likely that event managers will be using a number of spreadsheets, by using many tabs, holding so much data. Managing all of this data within spreadsheets might be confusing for an outsider, and time intensive for those users.

Lost data: Spreadsheets are merely as safe as the server/system they take a seat on. If they are continued some type of computer hard disk drive, you will find there’s risk that the information will likely be lost if something transpires with that laptop or computer. Spreadsheets can also be susceptible to freezing/stalling and unless the event manager is accustomed to conserving consistently, there exists a high risk that data and work is going to be lost.

Trouble keeping data updated: 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 the other event mangers the spreadsheet changed. If event managers please take a copy with the master spreadsheet and develop that, the proprietor soon becomes outdated. There are also issues when multiple event manger has to connect to the spreadsheet as well. Only 1 editable copy might be opened, causing the others to get ‘read only’ - detaching the capacity to make updates.

Tough to create reports to measure success: An integral section of event management is the ability to analyse event success. It is important to achieve the power to understand what produces a particular event successful along with what has to be measured in order to analyse event performance. Using spreadsheets makes mtss is a difficult task. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting of the data can be an extremely complicated and time-consuming task. It is necessary any time using spreadsheets, the game of measuring event performance is forgotten or dismissed.

Not enough 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 annually you need to have the ability to use a clear picture of these events overall; understanding delegate numbers, budgets as well as other KPI’s across all events can help shape event strategy later on.

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