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

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

    Spreadsheets really are a thoroughly tested strategy for managing events – they’re able to track budgets, monitor resources and can be an effective way of creating and managing lists. The advantage of spreadsheets as an event management tool is the low cost associated with them. Nearly all event managers gain access to spreadsheets and they are generally a widely accepted document format.

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

    Poor efficiency: Using spreadsheets is not a very effective method of managing all of the aspects of a meeting. It is likely that event managers will probably be using a number of spreadsheets, by having many tabs, holding so much data. Managing pretty much everything data within spreadsheets may be confusing with an outsider, and frustrating for those users.

    Lost data: Spreadsheets are merely as safe since the server/system they sit down on. If they’re continued a computer harddrive, there is a risk that the data will probably be lost contrary goes wrong with that laptop or computer. Spreadsheets can also be at risk of freezing/stalling and unless the event manager is familiar with saving on regularly, there’s a dangerous that data and work will probably 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 the other event mangers the spreadsheet changed. If event managers have a copy of the master spreadsheet and focus on that, the property owner soon becomes old. There’s also issues when many event manger has to connect to the spreadsheet concurrently. Just one editable copy can be opened, causing the others to become ‘read only’ – removing the capability to make updates.

    Difficult to create reports to determine success: An important a part of event management will be the capability to analyse event success. It is crucial to have the capacity to determine what is really a particular event successful and what should be measured so that you can analyse event performance. Using spreadsheets makes this a difficult job. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting of the data is an extremely complicated and time intensive task. It is extremely necessary that when using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

    Lack of management information: Much like the issue in creating reports to analyse performance, there is also a insufficient management information overall. For companies organising many events per year it is advisable to be able to have a clear picture of the events as a whole; understanding delegate numbers, budgets as well as other KPI’s across all events can help shape event strategy in the foreseeable future.

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