Effective Event Management Software

A recent survey conducted by way of a leading provider of event management software asked UK based event managers what was their preferred tool for managing and planning their events. The commonest tool by far was event store with 67% in the votes. Coming second and third were spreadsheets and 'other' respectively.

Spreadsheets are a tried and tested means of managing events - they could track budgets, monitor resources and could be an ideal way of producing and managing lists. The main benefit of spreadsheets just as one event management tool may be the inexpensive related to them. Many event managers get access to spreadsheets and they are a widely accepted document format.


However, there is a large number of drawbacks if event managers choose spreadsheets as their main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is not a very effective method of managing all of the elements of a meeting. It's quite possible that event managers is going to be using many different spreadsheets, with many tabs, holding so much data. Managing pretty much everything data within spreadsheets may be confusing to an outsider, and frustrating for all users.

Lost data: Spreadsheets are merely as safe as the server/system they sit down on. Should they be kept on your personal computer hard drive, you will find there's risk that all the information will be lost if anything happens to that laptop or computer. Spreadsheets are also at risk of freezing/stalling and unless the wedding manager is accustomed to conserving regularly, there is a dangerous that data and work will probably be lost.

Trouble keeping data current: 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 the opposite event mangers that the spreadsheet has evolved. If event managers take a copy of the master spreadsheet and work with that, the proprietor soon becomes old. Additionally, there are issues when more than one event manger has to get the spreadsheet concurrently. Only 1 editable copy may be opened, inducing the others to become 'read only' - taking out the power to make updates.

Hard to create reports to determine success: An integral a part of event management will be the capability to analyse event success. It is essential to have the capacity to determine what is really a particular event successful and just what must be measured to be able to analyse event performance. Using spreadsheets makes vid difficult task. Although creating graphs and charts could be easy on spreadsheets, the amalgamation and sorting with the data can be an extremely complicated and time consuming task. It is a fact of life that when using spreadsheets, the experience 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 businesses organising many events a year it's important to be able to have a very clear picture of these events all together; understanding delegate numbers, budgets as well as other KPI's across all events may help shape event strategy down the road.

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