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

Spreadsheets can be a surefire means of managing events – they are able to track budgets, monitor resources and is an easy way of producing and managing lists. The main benefit of spreadsheets just as one event management tool could be the inexpensive associated with them. Virtually all event managers get access to spreadsheets and they are generally a widely accepted document format.

However, you can find a high number of drawbacks if event managers choose spreadsheets for their top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little very efficient technique of managing all the elements of a meeting. Chances are that event managers will likely be using many different spreadsheets, by using lots of tabs, holding so much data. Managing this all data within spreadsheets could be confusing to a outsider, and frustrating for many users.

Lost data: Spreadsheets are only as safe as the server/system they sit down on. Should they be maintained your personal computer hard drive, there exists a risk that most your data will probably be lost contrary goes wrong with that computer or laptop. Spreadsheets will also be prone to freezing/stalling and unless the wedding manager is acquainted with saving on consistently, there exists a risky that data and work will probably 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 the other event mangers the spreadsheet is different. If event managers require a copy with the master spreadsheet and work on that, the master soon becomes out of date. There’s also issues when multiple event manger has to connect to the spreadsheet concurrently. Just one editable copy might be opened, resulting in the others being ‘read only’ – removing the ability to make updates.

Hard to create reports to determine success: A vital a part of event management is the capacity to analyse event success. It is essential to get the capability to know what constitutes a particular event successful and what must be measured in order to analyse event performance. Using spreadsheets makes vid trial. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting in the data is definitely an extremely complicated and time intensive task. It’s very often the case 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, additionally there is a deficiency of management information overall. For companies organising many events 12 months it’s important to have the ability to have a clear picture of these events in general; understanding delegate numbers, budgets as well as other KPI’s across all events will help shape event strategy in the foreseeable future.

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