• Straarup McBride posted an update 4 months, 3 weeks ago

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

    Spreadsheets are a tried and tested way of managing events – they are able to track budgets, monitor resources and can be an ideal way of creating and managing lists. The main benefit of spreadsheets just as one event management tool may be the low priced linked to them. Nearly all event managers get access to spreadsheets and they are generally a widely accepted document format.

    However, there’s a large number of drawbacks if event managers decide to use spreadsheets his or her main event management tool. Common issues include:

    Poor efficiency: Using spreadsheets is not a effective technique of managing every one of the areas of an event. It’s quite possible that event managers will probably be using a number of spreadsheets, by having a large number of tabs, holding a huge amount of data. Managing all of this data within spreadsheets might be confusing to an outsider, and time intensive for many users.

    Lost data: Spreadsheets are only as safe since the server/system they sit on. When they are maintained your personal computer harddrive, there’s a risk that most the info will be lost contrary happens to that laptop or computer. Spreadsheets can also be at risk of freezing/stalling and unless the big event manager is familiar with conserving consistently, there exists a risky that data and work will be lost.

    Trouble keeping data up-to-date: 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 the spreadsheet has changed. If event managers require a copy of the master spreadsheet and work on that, the actual soon becomes outdated. Additionally, there are issues when many event manger should get the spreadsheet concurrently. Only one editable copy could be opened, resulting in the others to become ‘read only’ – detaching the capability to make updates.

    Difficult to create reports to measure success: A key section of event management could be the capacity to analyse event success. It is essential to offer the capability to know what produces a particular event successful and just what needs to be measured to be able to analyse event performance. Using spreadsheets makes this a trial. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting of the data is usually an extremely complicated and time consuming task. It is quite often necessity any time using spreadsheets, the game of measuring event performance is forgotten or dismissed.

    Deficiency of management information: Similarly to the actual in creating reports to analyse performance, additionally there is a deficiency of management information overall. For companies organising many events per year it is critical to be able to have a very clear picture of the events in general; understanding delegate numbers, budgets and also other KPI’s across all events can help shape event strategy in the future.

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