A current survey conducted by the leading provider of event store asked UK based event managers what was their preferred tool for managing and planning their events. The commonest tool by far was event management software with 67% with the votes. Coming second and third were spreadsheets and ‘other’ respectively.
Spreadsheets are a thoroughly tested method of managing events - they are able to track budgets, monitor resources and could be a good way of creating and managing lists. The main benefit of spreadsheets as a possible event management tool could be the affordable linked to them. Many 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 decide to use spreadsheets as their main event management tool. Common issues include:
Poor efficiency: Using spreadsheets isn’t a effective method of managing every one of the elements of a conference. It is likely that event managers will be using a variety of spreadsheets, by using many tabs, holding so much data. Managing all this data within spreadsheets might be confusing with an outsider, and frustrating for all those users.
Lost data: Spreadsheets are only as safe because the server/system they sit down on. If they are kept on some type of computer hard disk, there’s a risk that all the info will likely be lost contrary transpires with that computer or laptop. Spreadsheets can also be vulnerable to freezing/stalling and unless the big event manager is acquainted with saving on regularly, you will find there’s risky that data and work is going to be lost.
Trouble keeping data up to date: Many events have multiple event managers, all using the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing the opposite event mangers that the spreadsheet has changed. If event managers please take a copy from the master spreadsheet and work on that, the proprietor soon becomes old. There are also issues when multiple event manger must connect to the spreadsheet as well. Merely one editable copy can be opened, resulting in the others being ‘read only’ - removing the ability to make updates.
Tough to create reports to determine success: An important section of event management will be the ability to analyse event success. It is vital to achieve the power to determine what makes a particular event successful along with what must be measured so that you can analyse event performance. Using spreadsheets makes vid struggle. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting in the data can be an extremely complicated and time consuming task. It is extremely often the case that whenever using spreadsheets, the activity 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 12 months it’s important to be able to have a clear picture of those events as a whole; understanding delegate numbers, budgets as well as other KPI’s across all events can help shape event strategy in the foreseeable future.
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