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

Spreadsheets can be a surefire method of managing events – they are able to track budgets, monitor resources and can be an ideal way of creating and managing lists. The main benefit of spreadsheets being an event management tool may be the affordable linked to them. The majority of event managers get access to spreadsheets plus they are a widely accepted document format.

However, you can find a high number of drawbacks if event managers choose to use spreadsheets as his or her top level management tool. Common issues include:

Poor efficiency: Using spreadsheets is not a very efficient technique of managing every one of the elements of an event. Chances are that event managers is going to be using a number of spreadsheets, by using lots of tabs, holding so much data. Managing this all data within spreadsheets could be confusing for an outsider, and time consuming for all users.

Lost data: Spreadsheets are merely as safe since the server/system they lay on. When they are continued a computer hard disk, there exists a risk that most the data will probably be lost if something occurs that computer or laptop. Spreadsheets will also be at risk of freezing/stalling and unless case manager is accustomed to conserving consistently, you will find there's high risk that data and work is going to be lost.

Trouble keeping data up to date: 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 other event mangers that the spreadsheet is different. If event managers take a copy in the master spreadsheet and focus on that, the master soon becomes outdated. There are also issues when more than one event manger has to get the spreadsheet at the same time. Only 1 editable copy can be opened, inducing the others to get 'read only' – treatment of capacity to make updates.

Difficult to create reports to determine success: A key a part of event management is the capacity to analyse event success. It is important to achieve the ability to determine what is really a particular event successful and just what should be measured to be able to analyse event performance. Using spreadsheets makes this a difficult task. Although creating graphs and charts might be easy on spreadsheets, the amalgamation and sorting of the data is usually an extremely complicated and time consuming task. It is extremely often the case that when using spreadsheets, the experience of measuring event performance is forgotten or dismissed.

Deficiency of management information: Much like the actual in creating reports to analyse performance, gleam deficiency of management information overall. For businesses organising many events per year it is advisable to have the ability to have a clear picture of such events as a whole; understanding delegate numbers, budgets and also other KPI's across all events will help shape event strategy in the future.

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