• Lewis Mose posted an update 3 months, 2 weeks ago

    A recent survey conducted with a leading provider of event safes asked UK based event managers what was their preferred tool for managing and planning their events. The most common tool undoubtedly was event keeper 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 could be a good way of making and managing lists. The main benefit of spreadsheets being an event management tool is the inexpensive connected with them. The majority of event managers have access to spreadsheets and they’re a widely accepted document format.

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

    Poor efficiency: Using spreadsheets isn’t a effective approach to managing each of the elements of a conference. It’s quite possible that event managers will be using numerous spreadsheets, all with many tabs, holding a lot of data. Managing pretty much everything data within spreadsheets could be confusing for an outsider, and time-consuming for all those users.

    Lost data: Spreadsheets are just as safe as the server/system they take a seat on. If they’re continued a pc hard disk drive, there’s a risk that every the info will probably be lost however transpires with that computer or laptop. Spreadsheets are also prone to freezing/stalling and unless case manager is acquainted with conserving regularly, you will find there’s high risk that data and work will be lost.

    Trouble keeping data current: 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 opposite event mangers that this spreadsheet has changed. If event managers require a copy of the master spreadsheet and work on that, the actual soon becomes out of date. In addition there are issues when multiple event manger needs to connect to the spreadsheet simultaneously. Just one editable copy could be opened, causing the others being ‘read only’ – removing the capacity to make updates.

    Difficult to create reports to determine success: A key part of event management may be the capability to analyse event success. It is essential to achieve the ability to determine what produces a particular event successful along with what must be measured in order to analyse event performance. Using spreadsheets makes video struggle. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting of the data is definitely an extremely complicated and time intensive task. It is necessary any time using spreadsheets, the game of measuring event performance is forgotten or dismissed.

    Deficiency of management information: Similarly to the problem in creating reports to analyse performance, gleam deficiency of management information overall. For companies organising many events a year it is advisable to have the ability to have a very clear picture of those events overall; understanding delegate numbers, budgets as well as other KPI’s across all events might help shape event strategy later on.

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