Beneficial Event Management Software

November 2018 ยท 3 minute read

A newly released survey conducted by the leading provider of event safes asked UK based event managers what was their preferred tool for managing and planning their events. The most frequent tool definitely was event safes with 67% from the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets are a tried and tested method of managing events - they can track budgets, monitor resources and is a good way of developing and managing lists. The main benefit of spreadsheets as an event management tool will be the inexpensive associated with them. Virtually all event managers have 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 their top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is not a extremely powerful method of managing all of the areas of an event. It’s likely that event managers will likely be using a variety of spreadsheets, by having a large number of tabs, holding a huge amount of data. Managing pretty much everything data within spreadsheets could be confusing to a outsider, and time-consuming for many users.

Lost data: Spreadsheets are merely as safe because the server/system they lay on. Should they be kept on some type of computer hard disk drive, there is a risk that most your data will likely be lost if something occurs that computer or laptop. Spreadsheets will also be vulnerable to freezing/stalling and unless the big event manager is used to saving on regularly, there is a 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 the spreadsheet changed. If event managers please take a copy in the master spreadsheet and focus on that, the actual soon becomes old. In addition there are issues when several event manger should connect to the spreadsheet simultaneously. Only one editable copy may be opened, causing the others to be ‘read only’ - detaching the capacity to make updates.

Tough to create reports to determine success: An integral part of event management is the power to analyse event success. It is crucial to achieve the capacity to determine what produces a particular event successful and just what must be measured in order to analyse event performance. Using spreadsheets makes mtss is a struggle. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting of the data is an extremely complicated and time intensive task. It is quite necessary that when using spreadsheets, the game of measuring event performance is forgotten or dismissed.

Lack of management information: Much like the difficulty in creating reports to analyse performance, there is also a insufficient management information overall. For businesses organising many events per year it’s important to be capable of have a very clear picture of these events overall; understanding delegate numbers, budgets and other KPI’s across all events may help shape event strategy in the foreseeable future.

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