• Lewis Mose posted an update 2 weeks, 3 days ago

    A recently available 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 undoubtedly was event keeper with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.

    Spreadsheets certainly are a tried and tested way of managing events – they’re able to track budgets, monitor resources and could be an easy way of producing and managing lists. The main benefit of spreadsheets as a possible event management tool is the inexpensive connected with them. Nearly all event managers get access to spreadsheets plus they are a widely accepted document format.

    However, you can find a large sum of drawbacks if event managers decide on spreadsheets for their main event management tool. Common issues include:

    Poor efficiency: Using spreadsheets isn’t a very effective approach to managing every one of the elements of a conference. Chances are that event managers will probably be using numerous spreadsheets, with dozens of tabs, holding a huge amount of data. Managing this all data within spreadsheets can be confusing to an outsider, and time intensive for those users.

    Lost data: Spreadsheets are merely as safe since the server/system they lay on. Should they be maintained a pc harddrive, there’s a risk that all the data is going to be lost however happens to that laptop or computer. Spreadsheets will also be vulnerable to freezing/stalling and unless case manager is familiar with conserving regularly, there exists a high-risk that data and work is going to be lost.

    Trouble keeping data updated: Many events have multiple event managers, all with similar 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 develop that, the proprietor soon becomes obsolete. There are also issues when multiple event manger must connect to the spreadsheet concurrently. Merely one editable copy might be opened, causing the others to be ‘read only’ – detaching the ability to make updates.

    Hard to create reports to determine success: An important a part of event management may be the capability to analyse event success. It is crucial to achieve the capability to know what makes a particular event successful along with what has to be measured so that you can analyse event performance. Using spreadsheets makes this a difficult job. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting in the data is usually an extremely complicated and time intensive task. It is extremely often necessity that when using spreadsheets, the game of measuring event performance is forgotten or dismissed.

    Insufficient management information: Similarly to the problem in creating reports to analyse performance, there is also a deficiency of management information overall. For businesses organising many events a year it is critical to be able to possess a clear picture of those events in general; understanding delegate numbers, budgets and also other KPI’s across all events may help shape event strategy down the road.

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