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  • Francis Mose posted an update 2 weeks ago

    A newly released survey conducted by way of a leading provider of event safes asked UK based event managers the thing that was their preferred tool for managing and planning their events. The commonest tool certainly was event store with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.

    Spreadsheets really are a proven method of managing events – they could track budgets, monitor resources and could be an ideal way of making and managing lists. The advantage of spreadsheets as an event management tool will be the low priced associated with them. The majority of event managers have access to spreadsheets and they are generally a widely accepted document format.

    However, you can find a lot 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 effective way of managing every one of the facets of an event. Chances are that event managers will be using a number of spreadsheets, all with dozens of tabs, holding plenty of data. Managing all this data within spreadsheets may be confusing to an outsider, and time intensive for all those users.

    Lost data: Spreadsheets are simply as safe as the server/system they lay on. If they are maintained on some type of computer hard disk drive, there is a risk that most the data will be lost if something transpires with that computer or laptop. Spreadsheets are also at risk of freezing/stalling and unless case manager is familiar with conserving consistently, there is a risky that data and work will probably be lost.

    Trouble keeping data up to date: Many events have multiple event managers, all utilizing the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing one other event mangers the spreadsheet is different. If event managers require a copy in the master spreadsheet and focus on that, the property owner soon becomes old. There’s also issues when many event manger needs to connect to the spreadsheet at the same time. Only one editable copy might be opened, inducing the others being ‘read only’ – removing the capability to make updates.

    Challenging to create reports to determine success: An important part of event management may be the capacity to analyse event success. It is important to have the capacity to know what makes a particular event successful as well as what has to be measured to be able to 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 is usually an extremely complicated and time-consuming task. It is extremely often the case any time using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

    Insufficient management information: Much like the difficulty in creating reports to analyse performance, additionally there is a insufficient management information overall. For companies organising many events a year it is advisable to have the ability to possess a clear picture of these events all together; understanding delegate numbers, budgets along with other KPI’s across all events might help shape event strategy in the future.

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