Effective Event Management Software

November 1, 2018

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

Spreadsheets are a surefire method of managing events - they can track budgets, monitor resources and can be an easy way of making and managing lists. The main benefit of spreadsheets being an event management tool will be the inexpensive connected with them. Nearly all event managers get access to spreadsheets plus they are a widely accepted document format.



However, there is a lot of drawbacks if event managers choose to use spreadsheets for their main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is very little effective approach to managing each of the facets of a celebration. It’s likely that event managers is going to be using many different spreadsheets, by using dozens of tabs, holding a lot of data. Managing pretty much everything data within spreadsheets can be confusing for an outsider, and time intensive for many users.

Lost data: Spreadsheets are only as safe because the server/system they sit down on. If they are maintained a computer hard disk, there’s a risk that every the info will probably be lost if something occurs that computer or laptop. Spreadsheets may also be vulnerable to freezing/stalling and unless case manager is accustomed to conserving consistently, you will find there’s dangerous that data and work is going to be lost.

Trouble keeping data updated: Many events have multiple event managers, all with similar spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing one other event mangers how the spreadsheet has changed. If event managers take a copy of the master spreadsheet and work with that, the master soon becomes outdated. Additionally, there are issues when several event manger must connect to the spreadsheet as well. Only 1 editable copy might be opened, causing the others to be ‘read only’ - removing the capacity to make updates.

Challenging to create reports to determine success: An integral section of event management may be the capacity to analyse event success. It is important to offer the ability to understand what makes a particular event successful and what needs to be measured in order to analyse event performance. Using spreadsheets makes video struggle. Although creating graphs and charts can be easy on spreadsheets, the amalgamation and sorting with the data is definitely an extremely complicated and time consuming task. It is quite necessary that whenever using spreadsheets, the game of measuring event performance is forgotten or dismissed.

Lack of management information: Much like the actual in creating reports to analyse performance, gleam not enough management information overall. For companies organising many events 12 months it is advisable to manage to possess a clear picture of the events in general; understanding delegate numbers, budgets as well as other KPI’s across all events will help shape event strategy in the foreseeable future.

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