Lewis Mose posted an update 6 months, 2 weeks ago
A current survey conducted by the leading provider of event keeper asked UK based event managers the thing that was their preferred tool for managing and planning their events. The commonest tool undoubtedly was event safes with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.
Spreadsheets certainly are a tried and tested method of managing events – they’re able to track budgets, monitor resources and can be an ideal way of producing and managing lists. The advantage of spreadsheets as an event management tool will be the affordable connected with them. The majority of event managers gain access to spreadsheets plus they are a widely accepted document format.
However, there is a large number of drawbacks if event managers choose spreadsheets as their main event management tool. Common issues include:
Poor efficiency: Using spreadsheets isn’t a very effective approach to managing all the facets of an event. It’s quite possible that event managers will be using a number of spreadsheets, by having dozens of tabs, holding a lot of data. Managing all this data within spreadsheets could be confusing for an outsider, and time intensive for those users.
Lost data: Spreadsheets are just as safe because the server/system they sit down on. If they are maintained some type of computer hard disk drive, there is a risk that most your data is going to be lost if anything happens to that laptop or computer. Spreadsheets will also be at risk of freezing/stalling and unless the wedding manager is accustomed to saving on a regular basis, there is a dangerous that data and work will 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 another event mangers the spreadsheet changed. If event managers have a copy with the master spreadsheet and work on that, the actual soon becomes out of date. In addition there are issues when many event manger should connect to the spreadsheet at the same time. Only 1 editable copy may be opened, causing the others to get ‘read only’ – removing the capacity to make updates.
Difficult to create reports to measure success: A vital portion of event management will be the capacity to analyse event success. It is crucial to offer the power to understand what constitutes a particular event successful as well as what must be measured in order to analyse event performance. Using spreadsheets makes video difficult task. Although creating graphs and charts can be easy on spreadsheets, the amalgamation and sorting from the data is definitely an extremely complicated and time consuming task. It is quite often necessity that after using spreadsheets, the activity of measuring event performance is forgotten or dismissed.
Insufficient management information: Similarly to the issue in creating reports to analyse performance, there is also a not enough management information overall. For businesses organising many events 12 months it is advisable to be able to have a very clear picture of these events in general; understanding delegate numbers, budgets and other KPI’s across all events will help shape event strategy in the foreseeable future.
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