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

Spreadsheets certainly are a proven way of managing events - they could track budgets, monitor resources and can be an effective way of developing and managing lists. The main benefit of spreadsheets as a possible event management tool is the low cost connected with them. The majority of event managers have accessibility to spreadsheets and they are generally a widely accepted document format.

However, you can find a large sum of drawbacks if event managers decide on spreadsheets as his or her top level management tool. Common issues include:

Poor efficiency: Using spreadsheets isn’t a very efficient technique of managing all the facets of a conference. Chances are that event managers is going to be using numerous spreadsheets, with lots of tabs, holding plenty of data. Managing this all data within spreadsheets may be confusing to a outsider, and time intensive for those users.

Lost data: Spreadsheets are only as safe because server/system they take a seat on. If they’re continued a computer hard disk drive, there exists a risk that the info will likely be lost if something transpires with that laptop or computer. Spreadsheets are also prone to freezing/stalling and unless the big event manager is accustomed to saving on a regular basis, there exists a risky that data and work will be lost.

Trouble keeping data updated: 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 the spreadsheet is different. If event managers take a copy with the master spreadsheet and develop that, the master soon becomes obsolete. There’s also issues when many event manger has to get the spreadsheet at the same time. Merely one editable copy may be opened, causing the others to become ‘read only’ - treatment of capacity to make updates.

Tough to create reports to determine success: An integral portion of event management may be the ability to analyse event success. It is vital to get the power to know very well what is really a particular event successful and what has to be measured in order to analyse event performance. Using spreadsheets makes mtss is a struggle. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting from the data is usually an extremely complicated and time intensive task. It is extremely a fact of life that after 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, gleam deficiency of management information overall. For businesses organising many events per year it is critical to be capable of use a clear picture of those events all together; understanding delegate numbers, budgets and other KPI’s across all events will help shape event strategy later on.

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