Effective Event Management Software

A recently available survey conducted by a leading provider of event management software asked UK based event managers what was their preferred tool for managing and planning their events. The most frequent tool certainly was event store with 67% from the votes. Coming second and third were spreadsheets and 'other' respectively.

Spreadsheets really are a surefire way of managing events - they can track budgets, monitor resources and is an easy way of creating and managing lists. The advantage of spreadsheets being an event management tool could be the low cost related to them. The majority of event managers get access to spreadsheets and they are a widely accepted document format.


However, there's a lot of drawbacks if event managers choose to use spreadsheets his or her top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is not a effective way of managing all of the areas of a conference. Chances are that event managers will probably be using many different spreadsheets, by using a large number of tabs, holding so much data. Managing pretty much everything data within spreadsheets may be confusing with an outsider, and frustrating for many users.

Lost data: Spreadsheets are simply as safe since the server/system they sit on. Should they be maintained on your personal computer hard disk drive, there is a risk that most the data will probably be lost if anything happens to that computer or laptop. Spreadsheets can also be vulnerable to freezing/stalling and unless the wedding manager is used to conserving regularly, there's a high-risk that data and work will be lost.

Trouble keeping data current: Many events have multiple event managers, all with similar spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing another event mangers that this spreadsheet is different. If event managers have a copy in the master spreadsheet and work on that, the actual soon becomes obsolete. There are also issues when more than one event manger should connect to the spreadsheet simultaneously. Just one editable copy might be opened, resulting in the others to be 'read only' - removing the ability to make updates.

Hard to create reports to measure success: An integral portion of event management is the power to analyse event success. It is vital to get the ability to determine what constitutes a particular event successful along with what has to be measured to be able to analyse event performance. Using spreadsheets makes mtss is a trial. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting from the data can be an extremely complicated and frustrating task. It is quite often necessity any time using spreadsheets, the game of measuring event performance is forgotten or dismissed.

Not enough management information: Much like the issue in creating reports to analyse performance, there is also a not enough management information overall. For companies organising many events per year it's important to manage to possess a clear picture of such events all together; understanding delegate numbers, budgets as well as other KPI's across all events can help shape event strategy later on.

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