Lewis Rosendal posted an update 2 months, 2 weeks ago
A recent survey conducted by the leading provider of event keeper asked UK based event managers that which was their preferred tool for managing and planning their events. The most common tool certainly was event management software with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.
Spreadsheets really are a proven way of managing events – they could track budgets, monitor resources and is an ideal way of producing and managing lists. The advantage of spreadsheets being an event management tool could be the inexpensive related to them. The majority of event managers have accessibility to spreadsheets and they are a widely accepted document format.
However, there is a high number of drawbacks if event managers choose to use spreadsheets as his or her top level management tool. Common issues include:
Poor efficiency: Using spreadsheets is not an extremely powerful way of managing all the facets of a meeting. It is likely that event managers will probably be using numerous spreadsheets, all with many tabs, holding so much data. Managing pretty much everything data within spreadsheets could be confusing for an outsider, and time intensive for all those users.
Lost data: Spreadsheets are just as safe as the server/system they lay on. If they’re continued a computer hard disk drive, there’s a risk that all the information is going to be lost if anything happens to that computer or laptop. Spreadsheets are also at risk of freezing/stalling and unless case manager is familiar with conserving regularly, you will find there’s high risk that data and work will probably be lost.
Trouble keeping data up-to-date: 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 this spreadsheet changed. If event managers please take a copy with the master spreadsheet and focus on that, the proprietor soon becomes old. Additionally, there are issues when many event manger has to connect to the spreadsheet concurrently. Only one editable copy can be opened, resulting in the others to get ‘read only’ – taking out the ability to make updates.
Tough to create reports to measure success: A key portion of event management could be the ability to analyse event success. It is crucial to offer the ability to determine what is really a particular event successful and what should be measured so that you can analyse event performance. Using spreadsheets makes vid difficult job. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting of the data is an extremely complicated and frustrating task. It’s very a fact of life that after using spreadsheets, the experience of measuring event performance is forgotten or dismissed.
Insufficient management information: Similarly to the problem in creating reports to analyse performance, gleam deficiency of management information overall. For companies organising many events per year it is advisable to manage to have a very clear picture of such events in general; understanding delegate numbers, budgets and other KPI’s across all events might help shape event strategy in the foreseeable future.
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