Straarup McBride posted an update 4 months, 3 weeks ago
A recently available survey conducted by the leading provider of event management software asked UK based event managers the fact that was their preferred tool for managing and planning their events. The most frequent tool by far was event store with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.
Spreadsheets can be a proven strategy for managing events – they are able to track budgets, monitor resources and is an effective way of creating and managing lists. The main benefit of spreadsheets as a possible event management tool is the low cost related to them. Virtually all event managers have access to spreadsheets and they’re a widely accepted document format.
However, you can find a large number of drawbacks if event managers choose to use spreadsheets for their top level management tool. Common issues include:
Poor efficiency: Using spreadsheets is not an effective approach to managing all the aspects of an event. Chances are that event managers is going to be using a number of spreadsheets, by having 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 all users.
Lost data: Spreadsheets are merely as safe as the server/system they take a seat on. When they are maintained on a pc hard disk drive, you will find there’s risk that all the information is going to be lost if anything transpires with that laptop or computer. Spreadsheets can also be at risk of freezing/stalling and unless the wedding manager is acquainted with saving on a regular basis, there is a risky that data and work will likely 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 the other event mangers that this spreadsheet is different. If event managers take a copy of the master spreadsheet and focus on that, the actual soon becomes obsolete. There’s also issues when many event manger must get the spreadsheet simultaneously. Only one editable copy can be opened, inducing the others being ‘read only’ – removing the power to make updates.
Tough to create reports to determine success: A key section of event management will be the capability to analyse event success. It is crucial to achieve the capacity to determine what makes a particular event successful and what has to be measured as a way to analyse event performance. Using spreadsheets makes vid struggle. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting of the data is definitely an extremely complicated and time consuming task. It’s very necessary that after using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.
Not enough management information: Much like the difficulty in creating reports to analyse performance, there is also a lack of management information overall. For companies organising many events per year it is advisable to manage to have a very clear picture of such events overall; understanding delegate numbers, budgets and other KPI’s across all events will help shape event strategy in the future.
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