• Lewis Mose posted an update 2 months, 2 weeks ago

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

    Spreadsheets certainly are a tried and tested strategy for managing events – they are able to track budgets, monitor resources and can be an effective way of producing and managing lists. The advantage of spreadsheets as a possible event management tool could be the low cost associated with them. Nearly all event managers have accessibility to spreadsheets and they are generally a widely accepted document format.

    However, you can find a large sum of drawbacks if event managers decide on spreadsheets as his or her main event management tool. Common issues include:

    Poor efficiency: Using spreadsheets is very little effective approach to managing all of the aspects of a meeting. Chances are that event managers will probably be using a number of spreadsheets, by using lots of tabs, holding so much data. Managing all this data within spreadsheets could be confusing with an outsider, and time consuming for all those users.

    Lost data: Spreadsheets are just as safe as the server/system they sit on. Should they be kept on a pc hard drive, there exists a risk that every the data will probably be lost if anything goes wrong with that laptop or computer. Spreadsheets can also be prone to freezing/stalling and unless the big event manager is familiar with conserving consistently, you will find there’s risky that data and work is going to be lost.

    Trouble keeping data updated: Many events have multiple event managers, all employing 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 If event managers require a copy with the master spreadsheet and focus on that, the property owner soon becomes outdated. There are also issues when more than one event manger must access the spreadsheet concurrently. Merely one editable copy can be opened, resulting in the others to become ‘read only’ – treatment of power to make updates.

    Difficult to create reports to measure success: An important part of event management could be the power to analyse event success. It is important to achieve the capability to know very well what is really a particular event successful and just what has to be measured to be able to analyse event performance. Using spreadsheets makes this a difficult job. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting from the data can be an extremely complicated and frustrating task. It is extremely often necessity that whenever using spreadsheets, the experience of measuring event performance is forgotten or dismissed.

    Lack of management information: Much like the actual in creating reports to analyse performance, there is also a lack of management information overall. For businesses organising many events annually it is advisable to be capable of have a very clear picture of those events all together; understanding delegate numbers, budgets as well as other KPI’s across all events can help shape event strategy in the foreseeable future.

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