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A recent survey conducted by way of a leading provider of event keeper asked UK based event managers the fact that was their preferred tool for managing and planning their events. The most frequent tool undoubtedly was event store with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets really are a proven method of managing events – they can track budgets, monitor resources and could be an ideal way of creating and managing lists. The main benefit of spreadsheets being an event management tool is the low priced related to them. The majority of event managers have accessibility to spreadsheets and they are generally a widely accepted document format.

However, you can find a lot of drawbacks if event managers choose to use spreadsheets as his or her main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little effective approach to managing each of the elements of a conference. Chances are that event managers is going to be using numerous spreadsheets, all with dozens of tabs, holding a lot of data. Managing pretty much everything data within spreadsheets can be confusing for an outsider, and time intensive for those users.

Lost data: Spreadsheets are simply as safe because server/system they sit on. Should they be kept on a computer hard drive, there is a risk that all the data will probably be lost if anything transpires with that laptop or computer. Spreadsheets can also be vulnerable to freezing/stalling and unless the event manager is accustomed to conserving regularly, you will find there’s high risk that data and work is going to be lost.

Trouble keeping data up-to-date: 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 the other event mangers how the spreadsheet has evolved. If event managers have a copy of the master spreadsheet and focus on that, the proprietor soon becomes old. There’s also issues when more than one event manger has to get the spreadsheet as well. Only 1 editable copy could be opened, inducing the others to get ‘read only’ – detaching the capability to make updates.

Hard to create reports to determine success: A vital section of event management is the ability to analyse event success. It is crucial to achieve the ability to know very well what produces a particular event successful and what must be measured in order to analyse event performance. Using spreadsheets makes mtss is a trial. Although creating graphs and charts can be easy on spreadsheets, the amalgamation and sorting in the data is usually an extremely complicated and time-consuming task. It is extremely often necessity that when using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Not enough management information: Similarly to the actual in creating reports to analyse performance, there’s also a insufficient management information overall. For companies organising many events annually you need to be able to have a very clear picture of these events all together; understanding delegate numbers, budgets and other KPI’s across all events will help shape event strategy in the future.

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