A newly released survey conducted with a leading provider of event safes asked UK based event managers that which was their preferred tool for managing and planning their events. The most common tool certainly was event store with 67% from the votes. Coming second and third were spreadsheets and ’other’ respectively.

Spreadsheets certainly are a proven way of managing events – they could track budgets, monitor resources and is an ideal way of developing and managing lists. The advantage of spreadsheets being an event management tool could be the low cost linked to them. Many event managers have accessibility to spreadsheets and they’re a widely accepted document format.

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

Poor efficiency: Using spreadsheets is very little very efficient method of managing every one of the elements of a conference. It’s likely that event managers will be using a number of spreadsheets, all with a large number of tabs, holding a lot of data. Managing all of this data within spreadsheets can be confusing to a outsider, and time intensive for all those users.

Lost data: Spreadsheets are merely as safe because the server/system they sit down on. If they are kept on a pc harddrive, there exists a risk that every your data will probably be lost if anything happens to that laptop or computer. Spreadsheets can also be susceptible to freezing/stalling and unless the wedding manager is acquainted with conserving consistently, there is a high-risk that data and work will probably 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 that the spreadsheet has evolved. If event managers have a copy of the master spreadsheet and focus on that, the master soon becomes old. In addition there are issues when many event manger should access the spreadsheet as well. Merely one editable copy might be opened, inducing the others being ’read only’ – treatment of power to make updates.

Difficult to create reports to measure success: An important portion of event management will be the ability to analyse event success. It is important to get the ability to understand what constitutes a particular event successful as well as what should be measured so that you can analyse event performance. Using spreadsheets makes this a struggle. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting of the data is definitely an extremely complicated and time consuming task. It’s very often necessity that when using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

Deficiency of management information: Much like the problem in creating reports to analyse performance, gleam not enough management information overall. For businesses organising many events per year it’s important to have the ability to possess a clear picture of the events overall; understanding delegate numbers, budgets as well as other KPI’s across all events can help shape event strategy later on.

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