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A recent survey conducted by the leading provider of event store asked UK based event managers that which was their preferred tool for managing and planning their events. The most typical tool definitely was event management software with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets certainly are a thoroughly tested strategy for managing events - they could track budgets, monitor resources and could be a good way of developing and managing lists. The advantage of spreadsheets as an event management tool may be the affordable linked to them. Virtually all event managers have accessibility to spreadsheets and they’re a widely accepted document format.

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

Poor efficiency: Using spreadsheets is not a very effective method of managing every one of the aspects of an event. It’s likely that event managers is going to be using numerous spreadsheets, with lots of tabs, holding a huge amount of data. Managing all this data within spreadsheets can be confusing to a outsider, and frustrating for many users.

Lost data: Spreadsheets are just as safe since the server/system they sit down on. Should they be maintained on your personal computer hard drive, there is a risk that every your data will be lost if something goes wrong with that laptop or computer. Spreadsheets are also prone to freezing/stalling and unless case manager is used to conserving a regular basis, there is a high-risk that data and work will likely be lost.

Trouble keeping data up-to-date: Many events have multiple event managers, all with similar spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing another event mangers that this spreadsheet has changed. If event managers please take a copy of the master spreadsheet and develop that, the property owner soon becomes out of date. Additionally, there are issues when many event manger should access the spreadsheet concurrently. Only one editable copy can be opened, creating the others being ‘read only’ - taking out the ability to make updates.

Difficult to create reports to determine success: A vital part of event management will be the capacity to analyse event success. It is vital to get the capacity to understand what is really a particular event successful along with what has to be measured as a way to analyse event performance. Using spreadsheets makes video trial. Although creating graphs and charts can be easy on spreadsheets, the amalgamation and sorting of the data is an extremely complicated and time consuming task. It is quite a fact of life that whenever 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, additionally there is a deficiency of management information overall. For businesses organising many events a year you need to have the ability to have a very clear picture of the events as a whole; understanding delegate numbers, budgets and other KPI’s across all events will help shape event strategy down the road.

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