It’s the end of November, and Christmas is right around the corner! We have the option to meet face to face again – and that means Christmas Party!
As you’re thinking about the options – what needs to be done – let me share how Excel can help you organise.
Let’s take this step by step:
Choosing the Venue
First thing to do is choose where you want to eat.
Research the locations around you, based on:
- the number of people most likely to attend
- getting there and home afterwards
- food options/ Christmas menu
- budget
- deadline for booking the table
- deadline for ordering the meal choices
Create a spreadsheet for the Christmas Party (remember to add the year for reference), with your suggestions, and the research – including costs.
Use Outlook’s Voting Buttons (slightly off-topic) to get an idea of how many people and where the majority would prefer to eat.
Use the Tracking options (in your Sent Mail) to keep a record of who’s answered and their choices, as well as who you’re waiting for.
Export the results into Excel, on a new sheet keeping all of your information together.
Menu Options
We’ve all had experiences of getting everyone’s decision for what menu options for the Christmas party.
Never fear, Excel comes to the rescue.
Depending on your preference, it can be simple or just a bit more inspired.
Simple Spreadsheet
Email everyone with the options, and let them reply (remind them to reply just to you, not everyone).
Add a tab to your Christmas spreadsheet for the menu choices.
Type in everyone’s name, and the available courses.
As people reply, add their options manually onto the sheet.
Add selections to the sheet
Next step up, add in the options for each course – so that you only need to select them, not type them in.
Choose an empty column, and enter (or paste) each of the menu items for each course.
Use the Data tab – Data Validation option to setup the drop-down list for each course.
In the example above the validation for cells B2:B11 will be the starters column in Col K.
Repeat for each course.
(Note: You don’t have to use the full name of the dish – especially if they are long – just use a shorter option, but make sure that it’s clear which dish you mean.)
As the replies are emailed back to you, pick the choices from the list, instead of typing them in.
Next Level
Of course for the crème de la crème option – setup everything up, and then share the file with everyone, asking them to fill it in.
Use the Share option (top-right corner), to create an editable link (not a read-only), which you include in the email when you send the menu out.
Remember to give them a deadline – a few days before the deadline that the restaurant gave you. This way you can chase them up after the deadline has passed.
Keep on top of everyone filling their choices in, by checking on the file regularly. Although not every 5 mins, I’m sure you’ve still got some work to complete. 😉
⭐ Remember to add your choice in as well!
Send the orders into the restaurant
Check that you’ve got everyone’s choice recorded on the spreadsheet and chase up anyone who hasn’t filled it in.
A call and personally filling it in may be the best option here.
Make sure that you’ve got the deadline in your calendar with a reminder for the day before – and send a copy of the final choices to the restaurant by their ordering deadline.
If you want to be ‘clever’ (both for you and the restaurant), you can add a count for the different items into the sheet.
Get ready for the meal
It’s finally the day of the meal. Everyone is ready, and heads off to the restaurant.
Final time to shine…
There will be people who have forgotten what they ordered. But you’ll be there with your trusty spreadsheet.
Pro Tip: Have a digital copy on your phone or tablet, rather than a printed version.
First – save the planet 🌍, don’t print.
Second – it’s searchable 🔎, if you’re part of a big group, you can search for a person or a note.
Third – you can sort the spreadsheet. As you get to each course, sort it by the menu choices because most restaurants will bring out the food by item. Having everyone who ordered the Mozzarella together will make it easier to confirm who ordered what.
As all the food is delivered to the right person – sit back, enjoy your meal, enjoy the Christmas Party with your friends and colleagues.
Final Tip – CountIF
If you’re not sure how to create that Count for each of the menu items/courses, then here’s the formula that I used:
=COUNTIF($B:$2:$B$11,K2)
If you’re not sure what the $ means in the formula have a read of What’s Relative and Absolute Addressing in a Spreadsheet?
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