A current survey conducted with a 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 common tool definitely was event management software with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets certainly are a tried and tested strategy for managing events - they could track budgets, monitor resources and can be a good way of creating and managing lists. The main benefit of spreadsheets just as one event management tool is the low priced associated with them. The majority of event managers have accessibility to spreadsheets and they are generally a widely accepted document format.

However, there’s 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 extremely powerful method of managing all of the facets of a meeting. It is likely that event managers will be using many different spreadsheets, by having lots of tabs, holding a huge amount of data. Managing all of this data within spreadsheets might be confusing to an outsider, and time intensive for all those users.

Lost data: Spreadsheets are just as safe as the server/system they sit down on. When they are kept on a computer hard drive, there’s a risk that every your data will probably be lost if anything happens to that computer or laptop. Spreadsheets are also susceptible to freezing/stalling and unless the wedding manager is used to conserving a regular basis, there is a high-risk that data and work will probably be lost.

Trouble keeping data current: 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 one other event mangers that this spreadsheet changed. If event managers take a copy of the master spreadsheet and develop that, the property owner soon becomes outdated. There’s also issues when multiple event manger must access the spreadsheet as well. Only 1 editable copy might be opened, resulting in the others to get ‘read only’ - taking out the capability to make updates.

Hard to create reports to measure success: An important portion of event management could be the ability to analyse event success. It is essential to get the power to understand what makes a particular event successful as well as 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 from the data is definitely an extremely complicated and time intensive task. It’s very necessary that after using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

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

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