A recent survey conducted by the leading provider of event safes asked UK based event managers what was their preferred tool for managing and planning their events. The most common tool certainly was event keeper with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets certainly are a tried and tested way of managing events - they’re able to track budgets, monitor resources and is an effective way of making and managing lists. The advantage of spreadsheets just as one event management tool could be the affordable related to them. Many event managers have accessibility to spreadsheets and they are a widely accepted document format.

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

Poor efficiency: Using spreadsheets is very little extremely powerful method of managing all the elements of a meeting. It’s likely that event managers is going to be using numerous spreadsheets, all with many tabs, holding so much data. Managing all this data within spreadsheets could be confusing for an outsider, and time intensive for all those users.

Lost data: Spreadsheets are merely as safe because the server/system they sit on. If they’re maintained on your personal computer harddrive, there is a risk that most your data is going to be lost contrary happens to that laptop or computer. Spreadsheets are also susceptible to freezing/stalling and unless the wedding manager is acquainted with saving on a regular basis, you will find there’s risky that data and work will likely 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 that the spreadsheet has evolved. If event managers take a copy of the master spreadsheet and focus on that, the proprietor soon becomes outdated. There are also issues when more than one event manger has to access the spreadsheet at the same time. Only 1 editable copy can be opened, resulting in the others to get ‘read only’ - removing the ability to make updates.

Tough to create reports to determine success: A vital part of event management will be the capability to analyse event success. It is vital to offer the capability to know very well what produces a particular event successful as well as what must be measured in order to analyse event performance. Using spreadsheets makes mtss is a struggle. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting of the data is an extremely complicated and time consuming task. It is quite often necessity that when using spreadsheets, the experience of measuring event performance is forgotten or dismissed.

Lack of management information: Much like the difficulty in creating reports to analyse performance, gleam lack of management information overall. For companies organising many events per year it is critical to manage to have a clear picture of these 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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