• Lewis Mose posted an update 8 months, 2 weeks ago

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

    Spreadsheets can be a thoroughly tested means of managing events – they can track budgets, monitor resources and could be an easy way of making and managing lists. The main benefit of spreadsheets being an event management tool is the inexpensive connected with them. Virtually all event managers gain access to spreadsheets and they are a widely accepted document format.

    However, there’s a high number of drawbacks if event managers choose to use spreadsheets his or her main event management tool. Common issues include:

    Poor efficiency: Using spreadsheets is not a very efficient technique of managing every one of the facets of a conference. It’s quite possible that event managers will likely be using many different spreadsheets, with a large number of tabs, holding a huge amount of data. Managing this all data within spreadsheets may be confusing to an outsider, and frustrating for all users.

    Lost data: Spreadsheets are just as safe since the server/system they take a seat on. If they are continued your personal computer hard drive, you will find there’s risk that every the data will probably be lost however occurs that computer or laptop. Spreadsheets may also be vulnerable to freezing/stalling and unless the event manager is used to conserving consistently, there exists a risky that data and work will likely be lost.

    Trouble keeping data up to date: Many events have multiple event managers, all with similar spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing the opposite event mangers the spreadsheet is different. If event managers require a copy with the master spreadsheet and develop that, the master soon becomes old. There’s also issues when several event manger has to access the spreadsheet as well. Merely one editable copy can be opened, resulting in the others to become ‘read only’ – removing the capacity to make updates.

    Tough to create reports to measure success: An important section of event management is the power to analyse event success. It is essential to offer the capability to understand what is really a particular event successful and just what must be measured so that you can analyse event performance. Using spreadsheets makes mtss is a trial. Although creating graphs and charts can be easy on spreadsheets, the amalgamation and sorting of the data is an extremely complicated and time-consuming task. It is quite necessary that after using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

    Deficiency of management information: Much like the problem in creating reports to analyse performance, there’s also a lack of management information overall. For companies organising many events 12 months it’s important to have the ability to possess a clear picture of those events all together; understanding delegate numbers, budgets and also other KPI’s across all events may help shape event strategy in the foreseeable future.

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