Jeane Lou May 24, 2021 Spreadsheet
First – History/Budget – what kind of a history do you have from your last convention? Did you fill out forms that showed all the results of your meeting? You started with a contract that specified sleeping rooms and scheduled functions, but did you update those numbers at the conclusion of your convention? This is important! You really do need to know what happened last year including your exact sleeping room pick-up, registration numbers with total income generated, specific meeting expenses and the number of attendees that attended each function. Without these numbers you are just guessing.
The former hangs like a transparent curtain four feet above the floor and shrink-wraps itself to anyone bold enough to attempt passing through. The latter represents a fragrant blend of beer, cheap cologne, and unkempt toilets, and assaults an unsuspecting visitor‘s nose like an aggressive index finger. By Saturday, the fragrance would be pungent enough to cause mere mortals to speak in tongues. Lance led the way with Lester in tow, dodging around dark figures that emerged from the nicotine and odoriferous fog. Lester had difficulty keeping up, licking the lenses of his glasses and tie-drying them as they wove their ways toward diffused light they assumed was the bar area where lusty women awaited.
Microsoft Excel is a phenomenally powerful calculator. You can create spreadsheets with 10,000 lines of data and calculate subtotals instantly. Indeed, if you change your data, any totals will get automatically updated. Arguably that‘s not too impressive. If we have quarterly revenues of $1m, and we secure another $20k, we can update our subtotal without summing revenues from scratch. So it‘s more impressive that Excel can do the same thing with statistical functions. If you‘ve ever plotted a chart on Excel, you may be aware that you can add a best fit line. These best fit lines are calculated using a method known as regression. Basically, you have to calculate the distance of every single point from the line, and minimise the sum. The maths is a little more sophisticated but the key point is that, every time you change the data, you need to perform the analysis all over again.
Second – Planning your Budget – is this easy or are you going to start over from scratch? If you kept good records and have accurate figures, then you have a great start for you next meeting. It is easy to modify last year‘s information and make changes for this year. That will be necessary for a variety of reasons. You will need it to tell your hotel contact what you want and you will also need it to prepare this year‘s budget. Third – Budgeting Spreadsheet for Meetings – take the easy way out. Use a spreadsheet that will make your job easy. There are excel spreadsheets that can do it for you. Do not waste your time trying to design something that already exists and is proven to save you effort and stress.
If you wanted to make this spreadsheet into template, you would need to take two more steps. The first step would involve modifying the spreadsheet to display only the data that remains the same. If you are constantly changing certain cells, you would leave these cells formatted but blank. The last step involves saving this spreadsheet as a template. Once this is done, you would always have access to a clean spreadsheet that is formatted the way you want and ready for your modifications. Microsoft has hundreds of free templates available. You can also download templates that are already loaded in your version of Excel. They are typically located under the File/New or Office Button/New option. When downloading these business and personal templates, be sure to monitor the version of Office that the template applies to. They have templates available for all of the versions of the Office Suites.
So why does data that inevitably finds its way into a Microsoft Excel spreadsheet often suffer from the problems outlined above. The reasons are many. If the data is imported, it may have been sourced from a combination of other spreadsheets, databases, systems, reports, word documents, emails or web pages. If the data has been entered manually it may have been poorly done so by an inexperienced computer users such as administrative or junior staff with a lack of understanding for data structures. Excel is easy to use and widely accessible, so an inexperienced colleague can quite easily update your spreadsheet with a false sense of confidence and inadvertently enter new data incorrectly. And finally, unlike a fully functional software system, data entry in Excel generally has no automatic validating rules, unless carefully setup by the spreadsheet‘s creator.
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