The do’s and don’ts of sharing a BI dashboard

When teams are first getting started with data analytics, there is often a lot of excitement and energy around building out the perfect dashboard.

This is understandable, as dashboards can be extremely powerful tools for helping people understand complex data sets.

However, it’s important to remember that not all dashboards are beneficial. In fact, some dashboards can actually do more harm than good if they’re not created with best practices in mind.

When it comes to sharing a BI dashboard with your leadership team or employees, there are certain dos and don’ts you should keep in mind. Let’s take a look at the top dos and don’ts of sharing a BI dashboard.
 

 

What is a BI dashboard

A business intelligence (BI) dashboard is a data visualization tool that displays the current status of metrics, typically key performance indicators (KPIs), for an organization in an easy-to-understand format.

It enables users to monitor progress, identify trends, and make informed decisions about their business. This can bring a variety of benefits to your team, such as improved decision-making, enhanced communication, and increased transparency.

As you can imagine, by enhancing communication and increasing transparency, a BI dashboard has the potential to improve the overall effectiveness of your team.

Now that we’ve reminded ourselves of what a BI dashboard is, let’s take a look at some dos and don’ts of sharing one with others in your organization.
 

The do’s of sharing a BI dashboard

Do make it easy to understand

One of the most important things you can do when sharing a BI dashboard is to make sure it is easy for your team to understand.

This might seem like an obvious point, but you would be surprised how many dashboards are overloaded with information and fail to clearly communicate key points.

When creating a dashboard, always keep your audience in mind and design accordingly. Use simple language and avoid jargon, abbreviations, and acronyms that might not be familiar to everyone on your team.

Do keep it up to date

Another important thing to keep in mind is that dashboards can quickly become outdated if they are not kept up to date. This is especially true for dashboards that track relevant KPIs, as the data behind these metrics can change on a daily basis.

To avoid this, make sure you have a process in place for regularly updating your dashboard. This might involve setting aside time each week to update the data, or assigning someone on your team to be responsible for keeping the dashboard up-to-date. Some dashboarding tools allow you to set a schedule for automatic updates.

Do use it to drive action

Finally, remember that a BI dashboard should be used as a tool to drive action, not just provide information. All too often, teams will create a dashboard and then never use it again because they don’t know how to take action based on the data.

When sharing a dashboard with your team, be sure to facilitate a discussion of what actions could be taken based on the data. For example, if a certain KPI is trending in the wrong direction, what can be done to turn it around?

By including this type of information, you can ensure that your team is able to use the dashboard to its full potential.
 

The don’ts of sharing a BI dashboard

Now that we’ve gone over some crucial dos, let’s take a look at some equally important don’ts. These are things you should avoid doing when sharing a BI dashboard with your team:

Don’t make it too complicated

As we mentioned before, one of the most important things you can do when sharing a BI dashboard is to make sure it is easy to understand. This means avoiding anything that might make the dashboard too complicated or difficult to interpret.

Resist the temptation to add too much information or include features that are not absolutely necessary. Instead, focus on keeping things simple and clear. Your team will thank you for it.

Don’t forget to explain what the data means, if necessary

In addition to keeping things simple, you also need to make sure you explain what the data on your dashboard actually means. Remember, not everyone who will be viewing the dashboard will be familiar with the jargon and abbreviations used in your industry.

Take the time to explain what these terms mean and how they relate to the data on the dashboard. By doing this, you can ensure that everyone on your team is able to understand and use the dashboard effectively.

Don’t use it as a replacement for other forms of communication

Finally, it’s important to remember that a BI dashboard should not be used as a replacement for other forms of communication. While dashboards are a great tool for sharing information, they should not be used as the only form of communication within your team.

Instead, think of them as a supplement to other forms of communication, such as face-to-face meetings and regular updates. By using dashboards in this way, you can ensure that your team is getting the information they need to be successful.

For example, you might use a dashboard to share information about a project’s progress, but you would still need to have regular meetings with your team to discuss the project in more detail.
 

 

Practical tips for sharing a BI dashboard

Now that we’ve gone over the dos and don’ts of sharing a BI dashboard, let’s take a look at some practical tips you can implement to make sure your team is able to use the dashboard effectively.

Tip 1: Schedule regular updates

An important tip is to schedule regular updates for your dashboard. This will ensure that the information on your dashboard is always up-to-date and accurate.

It might involve setting aside time each week to update the data or assigning someone on your team to be responsible for keeping the dashboard up-to-date. This will depend on the size and complexity of your dashboard.

Tip 2: Share the dashboard with the right people

It’s also important to make sure you are sharing the dashboard with the right people. Not everyone on your team needs to see every dashboard. In fact, this can often lead to information overload.

Instead, take some time to think about who needs to see each dashboard and why. Then, share the dashboard with only those people. This will ensure that everyone is able to find the information they need without being bombarded with too much data.

Tip 3: Get feedback from your team

Don’t forget to get feedback from your team about the dashboard. After all, they are the ones who will be using it on a daily basis.

So, take some time to solicit feedback about what is working well and what could be improved. This will help you make sure that your dashboard is as effective as possible.

For example, you might ask your team to fill out a short survey after they’ve used the dashboard for a week. This will give you valuable insights that you can use to improve the dashboard.

Tip 4: Remove unnecessary information

As we mentioned earlier, it’s important to keep things simple and clear. So, if you find that there are elements of the dashboard that are not absolutely necessary, remove them.

Your team will appreciate a simple dashboard with straightforward visualizations that is easy to navigate.

By following these tips, you can ensure that your BI dashboard is effective and useful for your team. Don’t hesitate to share your dashboard with others, and make sure you do it the right way.

The bottom line

A BI dashboard can be a great tool for sharing information within your team, but it’s important to remember the dos and don’ts of sharing a dashboard. By following these tips, you can make sure that your team is able to use the dashboard effectively and get the information they need to be successful.