Many event planners are using Google Docs – but is it the best option? Here are the pros and cons of event planning with Google Docs.
Google has made its way into every industry and event planning is no exception. With over 2 billion users, G Suite for Business has been attracting more and more people to its collection of useful and generally simple online products. Among the most popular is Google Docs.
Google defines Google Docs as “free online documents for personal use.” It’s a word-processor, like Microsoft Word, but it lives online. A large reason why event planners accept Google Docs so widely is that it’s free for anyone with a Google email address however the business-focused G Suite has plans starting at $12/month.
Event planners prepare for anything and require software just as flexible as they are. As versatile as Google Docs is, is it a good option for event planners? Here is the good and the bad of using Google Docs to plan your events.
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How are event planners using Google Docs?
One way event planners commonly use Google Docs is through templates. There are many templates available online made specifically for event planning. Google Docs is such a wide-spread platform that finding unique templates configured for the platform is common and abundant.
Google Docs also allows you to organize files and folders online. The platform creates a supportive space for event teams to collaborate and store important files like contracts, lists, and proposals.
The benefits of Planning Events In Google Docs
Google Docs has many benefits that attract event planners and other professionals. Because Google Docs is hosted online, all documents created there are updated in real-time. This makes collaborating with others easier than any offline platform.
The downsides of Google Docs
Google has its hand in every pie and its general software covers most industries – but they don’t design event planning software. While crafty planners can make this software work for them through templates or creating their own systems, its features still come up short when compared to true event software.
For starters, Google Docs isn’t the most mobile-friendly option. It has an app offering full access to documents, but its interface doesn’t change much. Imagine using Microsoft Word on your phone. It’s possible, but there are better apps available.
What is better than Google Docs?
Event software platforms, like ThymeBase, Planning Pod, and Aisle Planner design their tools specifically for event planners. They focus every feature toward the event industry. Every benefit that Google Docs offers, event planning options provide even stronger.
For example, ThymeBase has collaborative task lists and unique shareable timelines. These keep everyone, including your third-party vendors, in the loop. Everything is also available through one simple app, versus sharing a document with everyone.
G Suite for Business offers many perks for business owners and its employees, but event planners have to make the software work for them. ThymeBase took all of those things into consideration – and more. It was designed for event planners, by event planners. There’s no customization required because ThymeBase was built just for them, unlike Google Docs.
Amanda Larson, CED, is a Certified Event Designer, marketer, and content creator. With a degree in journalism and special events management, Amanda has worked in marketing and events for both international startups and Fortune500 companies. She specializes in digital branding, copywriting, and graphic design freelancing for clients globally.