How can Excel help an event manager?

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An event manager is a professional who, whether linked to a specific company or acting independently, is able to plan social activities and execute them, bringing together the best professionals in the most diverse areas.

To do so, it is necessary to deal with a long list of tasks, in this article, learn how Microsoft Excel can help improve processes in this segment.

useful features 

Event management involves the transmission of information from many sectors, as the manager’s job is to oversee all parts of a congress, celebration, party or fair, with a personal or business emphasis.

Aspects of location, catering, entertainment areas and contracted employees must be properly computed as it is this information that enables pricing.

Some useful features in performing this activity are:

Automation via conditionals 

Conditionals are functions that apply the propositional logic corresponding to the term.

Analyzing the connectives used in a conditional proposition, “if” and “then”, conditional functions fill a unit by pre-established criteria.

In event management, an entire table can be automated using this function.

small freight carrier organizes a fleet exhibition, for example, the computation of each car must generate a value.

If these values ​​are greater or less than the amount stipulated in the planning, the conditional function can allow the insertion of texts or colors in certain units of the table, facilitating the updating of the spreadsheet and a more global view of what has been done.

Statistical analysis

Statistical analysis in Excel ranges from simple concepts such as mean, mode and median, to more complex calculations to second and third degree equations, graph construction, among others.

Such diversity is fundamental in statistical analysis and must be taken into account when organizing the work routine of a campaign, such as the preparation of events.

In medium and large events, statistical analysis can prove to be even more important.

Bus rental information and other details can generate a large volume of data that needs to be handled and stored correctly.

Score 

The count is a simple Excel formula and can be used to compute each unit in a worksheet, turning it into a number.

The feature can be implemented at the end of guest lists or objects that make up the event.

The counting feature appears alongside other simple math formulas such as addition, subtraction, division, power and multiplication.

Quick financial documents, such as the balance of expenses and income from a fair can be adjusted in Excel.

A good example of the use of this functionality is the control of orders for frozen snacks for parties in a buffet service.

This facilitates clearing these business transactions in the company’s financial records.

The counting feature, which appears in the “COUNTIF” function, can be applied to texts or numbers.

It is important to consider that, unlike other features, the count groups the units in the table, programmed for the rows or columns.

Organizing text in columns

Excel is an organization tool for large volumes of information, the scanning of reports and control sheets make it easy to mark columns for each aspect dealt with by the event manager.

Colors, sizes and margins can be quickly adjusted in the tool, optimizing the full-frame view.

Organizing text into columns is a feature that compartmentalizes cards and allows for a combined analysis of multiple factors.

This being an excellent way to digitize corporate documents, such as handing out personalized mugs at an event, Excel has cloud storage, which allows you to view the file on multiple devices, through one account.

Advantages of using Excel 

Along with “brother” software, Excel takes a hegemony position among the free data storage and compilation options used by companies.

Some advantages of adding it to your checklist are:

Productivity gain

Excel allows the insertion of a certain level of automation in the control processes of an event, schematizing expenses, guests, stock, services, staff and many other resources in a single table.

In addition, its expanded storage capacity on remote servers, independent of the client machine’s specifications, contributes to the crossing of other information, rescues in databases and adaptation to large campaigns.

Compare the construction of tables for a waitress service in Excel with the models on paper or in unstructured software, such as text editors.

Organizing data in session becomes much more complex and time-consuming.

Greater control of event information 

With a tool that allows you to quickly document information, Excel improves budget controls for campaigns, reducing waste and contributing to more effective resource allocations.

Excel has an infrastructure that has kept it in the favor of corporations since its emergence at the beginning of the digital age.

Its compatibility with many programs and intuitive interface were decisive in this process.

The distribution of gift keys , the interactivity of the lists and other options make it easier to control what is done at the event, as well as the sharing of this information with the entire team without the use of language or very technical knowledge.

Fast report production 

With the feature of mathematical calculations, Excel allows its transformation into a relational database.

Relational databases are spaces that structure records into categories, coupled with scanning systems.

In relational banks, it is possible to carry out important analyzes for strategic planning, such as customer satisfaction with the ready-made puff pastry service during the event, benchmarks and diagnosis of marketing campaigns in the online and offline context.

Real-time data update

As a digitized tool, Excel updates and stores new data in a very short time, almost instantly.

This saves time that can be spent on other tasks, such as production-oriented tasks.

Rapid data refresh decreases the number of employees who need to work directly on the information check.

In another scenario, the platform encourages greater participation from other employees, optimizing communication.

Disadvantages of using Excel 

Despite the benefits, the platform has been replaced in some organizations by other databases and storage tools. Some of the causes for this migration are:

Risk of data loss

Excel, despite its stability, is subject to the most common issues that affect virtual machines and systems.

File corruption can be caused by technical problems or by intrusion by third-party agents into the operating software .

Due to its high exposure to these problems, Excel is considered an unsafe tool if risk mitigation mechanisms are not installed, such as higher quality computers and programs to prevent attacks such as:

  • DDoS; 
  • Ransomware; 
  • Fishing by email; 
  • Worms and adware. 

It is also important to train employees in threat detection. Digital maturity is an element of great impact on the use of technology in corporate spaces.

Internal training programs bring improvements to the staff.

Web connection dependency

The migration from the old Excel program to the SaaS ( Software as a Service ) version, brought benefits such as storage expansion, but contributed to the loosening of security measures against corporate data breaches.

This happened because the storage moved from the computer hardware to the dependencies of servers in the cloud, which makes it difficult to manipulate databases on the platform or to exclude and restrict access to certain information.

In addition to access being restricted to those connected to the internet, the new versions of Excel remove part of the user’s autonomy.

Recent scandals and file leaks prove that cloud technology still lacks security.

Difficult navigability on mobile devices

custom vinyl sticker is part of a marketing campaign and can be present in an event checklist, but consulting this information can be compromised with the type of device used.

Mobile devices already account for the majority of internet access, with smartphones dominating the web search and application usage category.

Excel’s suitability for the portable interface is still fraught with problems.

Slow loading, lack of adjustment to the phone’s vertical screen, poor usability and excessive use of short-term memory are some disadvantages that hinder the program’s adherence to other sources outside the desktop.

Final considerations

In short, Excel is one of the oldest data management software used by companies to organize financial documents, product lists, work cycles and event details adjustments  .

Investing in the tool requires a detailed look at what it can offer, considering and developing ways to enhance its positive aspects and mitigate negative aspects.

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