Lewis Rosendal posted an update 4 months, 2 weeks ago
A newly released survey conducted by way of a 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 definitely was event keeper with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.
Spreadsheets are a proven way of managing events – they could track budgets, monitor resources and can be a good way of making and managing lists. The main benefit of spreadsheets as an event management tool will be the inexpensive linked to them. The majority of event managers gain access to spreadsheets and they’re a widely accepted document format.
However, there is a high number of drawbacks if event managers choose to use spreadsheets for their main event management tool. Common issues include:
Poor efficiency: Using spreadsheets isn’t a very effective way of managing every one of the facets of a meeting. Chances are that event managers will likely be using numerous spreadsheets, by having dozens of tabs, holding so much data. Managing pretty much everything data within spreadsheets can be confusing to an outsider, and time consuming for those users.
Lost data: Spreadsheets are just as safe because the server/system they take a seat on. If they are kept on some type of computer harddrive, there is a risk that most the data is going to be lost if something happens to that computer or laptop. Spreadsheets will also be vulnerable to freezing/stalling and unless the event manager is familiar with saving on regularly, there’s a dangerous that data and work will likely be lost.
Trouble keeping data current: 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 that this spreadsheet is different. If event managers have a copy in the master spreadsheet and work on that, the master soon becomes obsolete. There are also issues when many event manger should access the spreadsheet concurrently. Merely one editable copy may be opened, creating the others to get ‘read only’ – detaching the capability to make updates.
Difficult to create reports to determine success: An integral portion of event management will be the capability to analyse event success. It is essential to achieve the power to understand what produces a particular event successful and what has to be measured to be able to analyse event performance. Using spreadsheets makes vid trial. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting in the data can be an extremely complicated and time intensive task. It is extremely a fact of life that whenever using spreadsheets, the game of measuring event performance is forgotten or dismissed.
Not enough management information: Much like the issue in creating reports to analyse performance, there is also a lack of management information overall. For companies organising many events per year it’s important to have the ability to use a clear picture of the events overall; understanding delegate numbers, budgets and also other KPI’s across all events can help shape event strategy in the future.
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