How to balance groups with two variables in Excel

Copper Contributor

I have a dataset that lists out all US states, and for each state, there's a number of accounts within each state, and a dollar amount associated with those accounts combined.  I'd like to run an analysis where I can assign these states/accounts to a group of 6 different account reps, and I want both the number of accounts and the dollar amount to be roughly the same for each.  What would be the easiest way to do this in Excel?  State proximity to each other would be ideal but isn't a necessity.

1 Reply


Balancing groups with two variables (number of accounts and total dollar amount) can be a complex task, but you can approach it in Excel using a combination of sorting, grouping, and manual adjustments. Here is a step-by-step guide:


  1. You have a dataset with the following columns: "State," "Number of Accounts," and "Total Dollar Amount."
  2. You want to assign these states/accounts to 6 account reps while balancing both the number of accounts and the total dollar amount across reps.


  1. Sort the Data:
    • Open your Excel workbook and select your dataset.
    • Sort the data by the "Total Dollar Amount" column in descending order.
  2. Create an Empty Table for Rep Assignment:
    • Create a new table or worksheet where you'll assign states/accounts to the 6 account reps. You can use a simple table structure with columns for "State," "Number of Accounts," "Total Dollar Amount," and "Assigned Rep."
  3. Assign States/Accounts to Reps:
    • Start with the state/account with the highest total dollar amount, and assign it to the first rep.
    • Continue down the sorted list and assign states/accounts to reps in a round-robin fashion. In other words, assign the next state/account to the next rep in line, and cycle through the reps until you have assigned all states/accounts.
  4. Monitor and Adjust:
    • After you have initially assigned states/accounts, you will likely find that the number of accounts and total dollar amount is not perfectly balanced. Some adjustment will be required.
    • Calculate the total number of accounts and total dollar amount for each rep.
    • Identify the reps that have a higher-than-average or lower-than-average number of accounts and total dollar amount.
    • Manually adjust assignments to balance the groups. You may need to move states/accounts between reps to achieve a more even distribution.
  5. Iterate and Refine:
    • Continue to adjust the assignments and iterate until you achieve a reasonable balance across the 6 reps in terms of both the number of accounts and the total dollar amount.
  6. Finalize and Save the Assignment:
    • Once you are satisfied with the balance, finalize the assignment and save the results in your Excel workbook.

Remember that this method is a manual approach and may require some trial and error to achieve the desired balance. Additionally, please keep in mind that the Excel versions can add additional hurdles to the formulas. Depending on the version, some formulas are available and some are not.

The ideal solution, which automatically optimizes assignments, would typically require more advanced data analysis tools or custom software development.

The text and steps were created with the help of AI.


My answers are voluntary and without guarantee!


Hope this will help you.

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