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

Spreadsheets really are a proven method of managing events - they could track budgets, monitor resources and could be an effective way of making and managing lists. The main benefit of spreadsheets as a possible event management tool is the affordable connected with them. Many event managers get access to spreadsheets plus they are a widely accepted document format.

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

Poor efficiency: Using spreadsheets isn’t a effective approach to managing each of the aspects of a meeting. It is likely that event managers will probably be using a number of spreadsheets, all with a large number of tabs, holding a huge amount of data. Managing pretty much everything data within spreadsheets might be confusing to a outsider, and time consuming for all users.

Lost data: Spreadsheets are simply as safe as the server/system they take a seat on. Should they be kept on a computer hard disk drive, you will find there’s risk that most your data will likely be lost if anything transpires with that computer or laptop. Spreadsheets may also be prone to freezing/stalling and unless the wedding manager is acquainted with saving on regularly, there’s a high risk that data and work will be lost.

Trouble keeping data updated: 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 opposite event mangers the spreadsheet is different. If event managers have a copy from the master spreadsheet and develop that, the actual soon becomes out of date. There’s also issues when more than one event manger needs to access the spreadsheet at the same time. Merely one editable copy can be opened, creating the others to become ‘read only’ - removing the capacity to make updates.

Difficult to create reports to measure success: A key section of event management is the capacity to analyse event success. It is crucial to have the capacity to know very well what produces a particular event successful as well as what has to be measured to be able to analyse event performance. Using spreadsheets makes vid difficult task. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting with the data is an extremely complicated and time intensive task. It’s very a fact of life any time using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Lack of management information: Similarly to the issue in creating reports to analyse performance, there’s also a not enough management information overall. For companies organising many events 12 months it is advisable to be capable of have a very clear picture of such events all together; understanding delegate numbers, budgets along with other KPI’s across all events might help shape event strategy in the future.

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