Important Event Management Software

11/01/2018

A recent 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 typical tool by far was event safes with 67% from the votes. Coming second and third were spreadsheets and 'other' respectively.

Spreadsheets can be a tried and tested method of managing events - they can track budgets, monitor resources and can be an easy way of making and managing lists. The advantage of spreadsheets being an event management tool may be the affordable linked to them. Many event managers have access to spreadsheets and they're a widely accepted document format.

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

Poor efficiency: Using spreadsheets is not a very efficient method of managing every one of the aspects of an event. It's likely that event managers will be using a variety of spreadsheets, all with a large number of tabs, holding so much data. Managing all of this data within spreadsheets may be confusing for an outsider, and time intensive 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, there's a risk that every the information is going to be lost if anything goes wrong with that computer or laptop. Spreadsheets may also be vulnerable to freezing/stalling and unless the wedding manager is used to conserving consistently, there is a high risk that data and work is going to 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 the other event mangers how the spreadsheet changed. If event managers have a copy from the master spreadsheet and develop that, the actual soon becomes old. In addition there are issues when more than one event manger must access the spreadsheet as well. Only 1 editable copy could be opened, resulting in the others to be 'read only' - treatment of capacity to make updates.

Hard to create reports to determine success: An important section of event management may be the capability to analyse event success. It is vital to have the power to know very well what constitutes 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 can be an extremely complicated and time consuming task. It's very often necessity that when using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Deficiency of management information: Similarly to the problem in creating reports to analyse performance, gleam deficiency of management information overall. For companies organising many events per year it's important to be able to have a very clear picture of the events all together; understanding delegate numbers, budgets and also other KPI's across all events can help shape event strategy later on.

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