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Feb 25, 2020


  • Osborn Rosendal posted an update 1 year, 3 months ago

    A recently available survey conducted with a leading provider of event management software asked UK based event managers the thing that was their preferred tool for managing and planning their events. The most common tool by far was event keeper with 67% from the votes. Coming second and third were spreadsheets and ‘other’ respectively.

    Spreadsheets are a proven method of managing events – they are able to track budgets, monitor resources and is an easy way of developing and managing lists. The advantage of spreadsheets as a possible event management tool is the low cost related to them. Virtually all event managers have access to spreadsheets and they’re a widely accepted document format.

    However, there are a large number of drawbacks if event managers choose spreadsheets as his or her main event management tool. Common issues include:

    Poor efficiency: Using spreadsheets isn’t a very efficient way of managing each of the elements of a meeting. It’s likely that event managers is going to be using a number of spreadsheets, by using a large number of tabs, holding a huge amount of data. Managing all of this data within spreadsheets may be confusing for an outsider, and time-consuming for all users.

    Lost data: Spreadsheets are simply as safe as the server/system they lay on. When they are maintained your personal computer hard disk, there’s a risk that most the information will likely be lost if anything goes wrong with that computer or laptop. Spreadsheets will also be at risk of freezing/stalling and unless case manager is used to saving on regularly, there exists a risky that data and work is going to be lost.

    Trouble keeping data up-to-date: Many events have multiple event managers, all using the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing another event mangers how the spreadsheet has changed. If event managers have a copy in the master spreadsheet and develop that, the master soon becomes outdated. In addition there are issues when many event manger must get the spreadsheet at the same time. Only one editable copy can be opened, creating the others to be ‘read only’ – treatment of capability to make updates.

    Challenging to create reports to determine success: A vital a part of event management will be the ability to analyse event success. It is important to achieve the capability to know what is really a particular event successful along with what must be measured in order to analyse event performance. Using spreadsheets makes video difficult task. Although creating graphs and charts may be easy on spreadsheets, the amalgamation and sorting with the data is usually an extremely complicated and time-consuming task. It is extremely necessary that when using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

    Insufficient management information: Much like the issue in creating reports to analyse performance, additionally there is a not enough management information overall. For businesses organising many events 12 months it is advisable to have the ability to possess a clear picture of such events as a whole; understanding delegate numbers, budgets as well as other KPI’s across all events might help shape event strategy in the future.

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