A recent survey conducted by way of a 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 management software with 67% from the votes. Coming second and third were spreadsheets and ’other’ respectively.

Spreadsheets certainly are a surefire way of managing events – they can track budgets, monitor resources and is an easy way of producing and managing lists. The advantage of spreadsheets as an event management tool could be the low cost associated with them. Many event managers get access to spreadsheets and they’re a widely accepted document format.

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

Poor efficiency: Using spreadsheets is not an very effective technique of managing each of the aspects of an event. It is likely that event managers will be using numerous spreadsheets, by using many tabs, holding plenty of data. Managing pretty much everything data within spreadsheets can be confusing for an outsider, and time-consuming for all those users.

Lost data: Spreadsheets are only as safe since the server/system they lay on. Should they be maintained a pc harddrive, there’s a risk that all the data will probably be lost if something transpires with that laptop or computer. Spreadsheets can also be vulnerable to freezing/stalling and unless the big event manager is familiar with conserving a regular basis, there’s a risky that data and work will likely be lost.

Trouble keeping data current: Many events have multiple event managers, all utilizing the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing another event mangers the spreadsheet is different. If event managers take a copy in the master spreadsheet and work with that, the property owner soon becomes obsolete. There are also issues when several event manger should connect to the spreadsheet at the same time. Merely one editable copy can be opened, creating the others to become ’read only’ – treatment of power to make updates.

Hard to create reports to determine success: An integral part of event management will be the power to analyse event success. It is crucial to achieve the power to know what constitutes a particular event successful as well as what needs to be measured so that you can analyse event performance. Using spreadsheets makes mtss is a trial. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting in the data can be an extremely complicated and frustrating task. It is extremely often the case any time using spreadsheets, the game of measuring event performance is forgotten or dismissed.

Lack of management information: Similarly to the problem in creating reports to analyse performance, there is also a deficiency of management information overall. For companies organising many events annually it’s important to have the ability to possess a clear picture of such events as a whole; understanding delegate numbers, budgets along with other KPI’s across all events may help shape event strategy in the future.

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