• Francis Mose posted an update 1 year ago

    A current survey conducted with 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 most typical tool undoubtedly was event management software with 67% from the votes. Coming second and third were spreadsheets and ‘other’ respectively.

    Spreadsheets certainly are a tried and tested method of managing events – they could track budgets, monitor resources and is an easy way of making and managing lists. The main benefit of spreadsheets being an event management tool is the inexpensive associated with them. Many event managers have accessibility to spreadsheets and they are a widely accepted document format.

    However, there are a lot of drawbacks if event managers choose spreadsheets his or her main event management tool. Common issues include:

    Poor efficiency: Using spreadsheets is not an effective technique of managing every one of the areas of a conference. Chances are that event managers will likely be using many different spreadsheets, all with a large number of tabs, holding a lot of data. Managing pretty much everything data within spreadsheets might be confusing to a outsider, and frustrating for many users.

    Lost data: Spreadsheets are only as safe as the server/system they sit on. Should they be maintained some type of computer hard disk, you will find there’s risk that all your data is going to be lost if anything occurs that computer or laptop. Spreadsheets may also be susceptible to freezing/stalling and unless the big event manager is accustomed to conserving consistently, you will find there’s high-risk that data and work will probably be lost.

    Trouble keeping data up to date: 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 another event mangers that this spreadsheet changed. If event managers have a copy in the master spreadsheet and develop that, the master soon becomes old. In addition there are issues when more than one event manger should access the spreadsheet at the same time. Just one editable copy can be opened, causing the others being ‘read only’ – detaching the power to make updates.

    Difficult to create reports to determine success: An integral section of event management could be the capacity to analyse event success. It is essential to offer the power to know very well what produces a particular event successful as well as what must be measured to be able to analyse event performance. Using spreadsheets makes vid difficult job. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting from the data is an extremely complicated and time intensive task. It’s very often necessity that when using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

    Insufficient management information: Much like the problem in creating reports to analyse performance, additionally there is a not enough management information overall. For companies organising many events 12 months it is critical to manage to have a clear picture of such events overall; understanding delegate numbers, budgets and also other KPI’s across all events might help shape event strategy in the future.

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