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  • Lewis Mose posted an update 2 weeks, 1 day ago

    A recent survey conducted by the leading provider of event safes asked UK based event managers that which was their preferred tool for managing and planning their events. The most typical tool definitely was event management software with 67% from the votes. Coming second and third were spreadsheets and ‘other’ respectively.

    Spreadsheets certainly are a thoroughly tested strategy for managing events – they could track budgets, monitor resources and is an effective way of producing and managing lists. The main benefit of spreadsheets as a possible event management tool is the inexpensive related to them. Many event managers have accessibility to spreadsheets plus they are a widely accepted document format.

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

    Poor efficiency: Using spreadsheets is not an very efficient technique of managing each of the aspects of an event. It is likely that event managers will be using a variety of spreadsheets, with dozens of tabs, holding so much data. Managing all this data within spreadsheets may be confusing to a outsider, and time intensive for all those users.

    Lost data: Spreadsheets are merely as safe because the server/system they sit on. If they’re maintained on a computer hard disk, there exists a risk that most your data will be lost however occurs that laptop or computer. Spreadsheets are also vulnerable to freezing/stalling and unless the event manager is acquainted with conserving a regular basis, there exists a high risk that data and work will probably 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 another event mangers how the spreadsheet is different. If event managers please take a copy of the master spreadsheet and work on that, the actual soon becomes old. In addition there are issues when more than one event manger has to get the spreadsheet as well. Only one editable copy may be opened, causing the others to get ‘read only’ – removing the capability to make updates.

    Tough to create reports to determine success: A key portion of event management may be the ability to analyse event success. It is vital to have the ability to know very well what constitutes a particular event successful as well as what needs to be measured so that you can analyse event performance. Using spreadsheets makes video trial. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting in the data can be an extremely complicated and time consuming task. It is quite often the case that after using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

    Lack of management information: Similarly to the issue in creating reports to analyse performance, additionally there is a not enough management information overall. For businesses organising many events 12 months it’s important to manage to have a clear picture of these events all together; understanding delegate numbers, budgets and also other KPI’s across all events will help shape event strategy in the future.

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