Osborn Kelleher posted an update 2 weeks ago
A newly released survey conducted by a leading provider of event management software asked UK based event managers that which was their preferred tool for managing and planning their events. The most typical tool undoubtedly was event safes with 67% from the votes. Coming second and third were spreadsheets and ‘other’ respectively.
Spreadsheets really are a proven way of managing events – they can track budgets, monitor resources and is a good way of making and managing lists. The main benefit of spreadsheets as an event management tool is the affordable associated with them. Nearly all event managers get access to spreadsheets and they’re a widely accepted document format.
However, there’s a lot of drawbacks if event managers choose spreadsheets for their main event management tool. Common issues include:
Poor efficiency: Using spreadsheets is not an very effective technique of managing all of the aspects of a conference. Chances are that event managers will probably be using a variety of spreadsheets, by having dozens of tabs, holding a lot of data. Managing all this data within spreadsheets might be confusing with an outsider, and frustrating for all those users.
Lost data: Spreadsheets are merely as safe because the server/system they sit down on. Should they be continued a pc harddrive, there’s a risk that the info will probably be lost if anything occurs that laptop or computer. Spreadsheets may also be at risk of freezing/stalling and unless the big event manager is used to conserving a regular basis, there’s a risky that data and work is going to be lost.
Trouble keeping data up-to-date: 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 the other event mangers that the spreadsheet has evolved. If event managers require a copy from the master spreadsheet and focus on that, the master soon becomes obsolete. There are also issues when many event manger must connect to the spreadsheet simultaneously. Merely one editable copy can be opened, creating the others being ‘read only’ – removing the ability to make updates.
Difficult to create reports to measure success: An integral part of event management will be the ability to analyse event success. It is vital to get the capability to determine what is really a particular event successful and what should be measured so that you can analyse event performance. Using spreadsheets makes vid difficult task. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting of the data is definitely an extremely complicated and frustrating task. It is extremely often necessity that after using spreadsheets, the game of measuring event performance is forgotten or dismissed.
Not enough management information: Similarly to the issue in creating reports to analyse performance, there’s also a deficiency of management information overall. For companies organising many events per year it is critical to manage to possess a clear picture of these events as a whole; understanding delegate numbers, budgets and also other KPI’s across all events may help shape event strategy later on.
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