• Lewis Rosendal posted an update 11 months, 3 weeks ago

    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 common tool definitely was event keeper with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.

    Spreadsheets certainly are a surefire means of managing events – they can track budgets, monitor resources and could be a good way of producing and managing lists. The main benefit of spreadsheets as a possible event management tool is the inexpensive connected with them. Many event managers gain access to spreadsheets and they are generally a widely accepted document format.

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

    Poor efficiency: Using spreadsheets isn’t a very effective approach to managing all the areas of a meeting. It’s quite possible that event managers is going to be using numerous spreadsheets, by having lots of tabs, holding so much data. Managing all this data within spreadsheets may be confusing to a outsider, and time intensive for all users.

    Lost data: Spreadsheets are merely as safe since the server/system they lay on. Should they be continued a computer harddrive, there’s a risk that every the information will likely be lost contrary occurs that computer or laptop. Spreadsheets will also be at risk of freezing/stalling and unless case manager is used to saving on a regular basis, there is a dangerous that data and work will probably 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 another event mangers the spreadsheet has evolved. If event managers have a copy with the master spreadsheet and work with that, the property owner soon becomes out of date. Additionally, there are issues when several event manger needs to get the spreadsheet at the same time. Merely one editable copy can be opened, causing the others to get ‘read only’ – detaching the power to make updates.

    Hard to create reports to determine success: A key portion of event management could be the capability to analyse event success. It is crucial to achieve the power to understand what is really a particular event successful as well as what has to be measured so that you can analyse event performance. Using spreadsheets makes mtss is a difficult job. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting with the data can be an extremely complicated and time-consuming task. It is often the case that when using spreadsheets, the game of measuring event performance is forgotten or dismissed.

    Not enough management information: Similarly to the problem in creating reports to analyse performance, additionally there is a lack of management information overall. For companies organising many events annually it’s important to have the ability to use a clear picture of such events all together; understanding delegate numbers, budgets and other KPI’s across all events will help shape event strategy in the future.

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