A recent survey conducted by leading provider event software asks UK-based event managers what tools they like to manage and plan their events. The most common tool so far is the event management software with 67% of the votes. Comes second and third respectively are spreadsheets and ‘other’. Spreadsheets are a tested and tested way of testing – they can track budgets, monitor resources and can be an effective way to create and manage lists. The main benefit of a spreadsheet as an event management tool is the low cost associated with it. The majority of event managers have access to spreadsheets and this is a widely accepted document format.
However, there are a large number of shortcomings if event managers decide to use spreadsheets as their primary event software management tool. Common issues include Poor Efficiency: Using a spreadsheet is not a very efficient method for managing all aspects of an event. Possible event managers will use many different spreadsheets, all with dozens of tabs, holding large amounts of data. Managing all of this data in a spreadsheet can be confusing to outsiders, and time-consuming for all users.
Data is lost: Spreadsheets are just as secure as the server or system they sit on. If they store the computer’s hard drive, there is a risk that all data will be lost if it occurs on that computer or laptop. Spreadsheets also tend to freeze or stall and unless the event manager is accustomed to saving regularly, there is a high risk that data and work will be lost. The issue of keeping data up to date: Many events have multiple event managers, all using the same spreadsheet to organize and plan different areas. Problems arise when managers update the spreadsheet without informing others that the spreadsheet has changed. If the event manager takes a copy of the parent spreadsheet and does it, the master must be outdated. There is also a problem when more than one activity trough needs to access the spreadsheet simultaneously. That’s the article about event software.