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Sep 20, 2019

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  • Osborn Rosendal posted an update 10 months, 3 weeks ago

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

    Spreadsheets can be a proven way of managing events – they are able to track budgets, monitor resources and can be an easy way of developing and managing lists. The main benefit of spreadsheets being an event management tool is the inexpensive related to them. Virtually all event managers gain access to spreadsheets plus they are a widely accepted document format.

    However, there’s a high number of drawbacks if event managers decide on spreadsheets as their main event management tool. Common issues include:

    Poor efficiency: Using spreadsheets is very little effective way of managing each of the facets of a meeting. It is likely that event managers will be using a variety of spreadsheets, all with a large number of tabs, holding so much data. Managing pretty much everything data within spreadsheets could be confusing for an outsider, and time consuming for those users.

    Lost data: Spreadsheets are merely as safe as the server/system they sit down on. If they are kept on a computer hard drive, there exists a risk that the info is going to be lost if anything goes wrong with that computer or laptop. Spreadsheets will also be susceptible to freezing/stalling and unless the event manager is familiar with saving on regularly, you will find there’s high-risk that data and work will probably be lost.

    Trouble keeping data up to date: Many events have multiple event managers, all with similar spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing the other event mangers how the spreadsheet has evolved. If event managers take a copy from the master spreadsheet and work with that, the proprietor soon becomes outdated. There’s also issues when more than one event manger needs to get the spreadsheet at the same time. Just one editable copy could be opened, inducing the others to get ‘read only’ – treatment of capacity to make updates.

    Hard to create reports to determine success: A vital portion of event management is the capacity to analyse event success. It is important to have the capacity to know what produces a particular event successful and what has to be measured so that you can analyse event performance. Using spreadsheets makes mtss is a trial. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting from the data can be an extremely complicated and time consuming task. It’s very necessary that after using spreadsheets, the adventure of measuring event performance is forgotten or dismissed.

    Not enough management information: Similarly to the problem in creating reports to analyse performance, there’s also a not enough management information overall. For companies organising many events a year it’s important to have the ability to possess a clear picture of the events overall; understanding delegate numbers, budgets along with other KPI’s across all events might help shape event strategy in the future.

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