A current survey conducted by way of a leading provider of event keeper asked UK based event managers what was their preferred tool for managing and planning their events. The most frequent tool definitely was event keeper with 67% in the votes. Coming second and third were spreadsheets and ‘other’ respectively.
Spreadsheets can be a surefire method of managing events - they can track budgets, monitor resources and can be an effective way of producing and managing lists. The advantage of spreadsheets being an event management tool is the low cost associated with them. Many event managers gain access to spreadsheets and they are a widely accepted document format.
However, there’s a large number of drawbacks if event managers choose spreadsheets his or her main event management tool. Common issues include:
Poor efficiency: Using spreadsheets isn’t a effective way of managing all the facets of an event. It is likely that event managers is going to be using a variety of spreadsheets, by having many tabs, holding a huge amount of data. Managing pretty much everything data within spreadsheets may be confusing with an outsider, and time intensive for many users.
Lost data: Spreadsheets are simply as safe because the server/system they take a seat on. Should they be kept on a pc hard drive, there is a risk that the info is going to be lost if anything happens to that computer or laptop. Spreadsheets can also be vulnerable to freezing/stalling and unless the wedding manager is accustomed to saving on consistently, there exists a risky 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 the opposite event mangers how the spreadsheet has changed. If event managers take a copy of the master spreadsheet and develop that, the actual soon becomes out of date. There are also issues when more than one event manger needs to connect to the spreadsheet as well. Only one editable copy can be opened, creating the others to become ‘read only’ - taking out the ability to make updates.
Hard to create reports to determine success: A key portion of event management will be the ability to analyse event success. It is crucial to offer the capacity to determine what constitutes a particular event successful as well as what should be measured so that you can analyse event performance. Using spreadsheets makes video struggle. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting of the data is usually an extremely complicated and frustrating task. It is necessary that when using spreadsheets, the adventure 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 companies organising many events per year it is critical to be able to possess a clear picture of such events overall; 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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