“That’s not a dashboard!” I smiled, looking at the image on my phone. I was discussing writing this embedded analytics article with a friend, and she was coming up blank.
“What’s a dashboard? Is it like the Tumblr dashboard?” she asked. I asked her to share the image, which was her Tumblr feed.
Like her, this article is for you if you don’t know what dashboards are and what they do. It includes a how-to tutorial for Excel dashboarding with everyday challenges and burning questions.
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Article Roadmap
- What Is Dashboarding?
- How To Build an Excel Dashboard
- Dashboarding Benefits
- Challenges
- FAQs
- Next Steps
Like my friend, if you’re unaware of the magic of dashboards, start here — they address the last mile of analytics. Gathering data is one thing. Making sense of it is another. It’s like having a locked box; a data dashboard is the key.
What Is Dashboarding?
Dashboarding involves creating single-screen data views for personal or business use. Dashboards use graphics and other visual elements to convey data insights.
Dashboarding conveys data insights better with graphics. Source
Individuals and businesses use dashboards to combine their data in one view. A personal expenses dashboard tracks spending patterns using line charts.
Dashboards support organizations with business intelligence and data visualization. You can view and present operations, production, customer data and sales revenue data. A dashboard serves as a barometer for your business.
And they’re getting better. Modern data tools have advanced graphical options and self-service capabilities, so anyone with basic computer skills can design data displays.
They are excellent ad hoc analysis tools and are popular among managers, executives, and CEOs for answering on-the-spot questions. You can prepare them within minutes, provided you connect to the right sources.
Dashboard software is a category of business intelligence tools.
Excel’s formulas, calculated columns, intuitive tools and pivot charts enable personal and enterprise dashboarding. Let’s take it for a spin.
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How To Build an Excel Dashboard
An Excel dashboard is a concise, interactive page within an Excel workbook. It displays critical information in a visually appealing and easily understandable format.
A pivot table at the backend keeps data arranged in rows and columns. What’s a pivot table? It’s a data table that allows interchanging columns and rows to present data as desired.
It’s an Excel feature, so how do I get external data into the applications? I can enter it manually (which can be a drag if there’s too much of it) or import it from a file, database or URL.
The idea is to convert it into an Excel table and then a pivot table, which will be the source for the pivot charts.
1. Input Data Into Excel
Before entering data into Excel, deciding how and where you’ll place it is a good idea. While the dashboard should be on a sheet of its own, keeping raw and ready data separate helps you recover it quickly if something goes wrong.
Mistakes are common when you’re learning. But if you have the original data to fall back upon, it’s okay to play around with the available options.
Excel offers several connections from the Data > Get Data option, including sourcing web data using the source URL.
Excel allows you to import data from files, databases and the web.
Importing the data opens up a popup containing the Power Query editor. Select Transform to convert the data into an Excel-compatible format and display it in whichever sheet you have open. We’ll have to clean up this data. More on it ahead.
In my sheet, I entered data manually for sales by employees for a paper goods company. The sample is small, so it didn’t take much time.
I want to view the number of units each employee sold as a percentage of the total sales quantity, for which a pie chart is ideal. Additionally, I need a comparison of the revenue each employee earned in a bar chart.
So let’s get going.
The data is in a table, but it’s not an Excel table, which we need. More on it in the next step.
Excel dashboarding needs more than a data list.
2. Clean the Data
Select the Data > Text to Columns option in the ribbon to clean external data manually — CSV, PDF and text files may have commas or tabs as separators.
It’s a tedious but necessary step, as you don’t want inconsistent data messing up your dashboard.
3. Create an Excel Table
The next step involves transforming this data into an Excel table. Select all of the data and click on Home > Format as Table to define the header row, banded rows and calculated columns.
Excel offers several table formatting options in various colors.
Selecting a banded table format highlights the header row and imparts dark and light colors to alternate rows. This shade contrast is a visual aid to help you distinguish the values more clearly. A monochromatic table can be challenging to read.
Have you tried counting a sequence of zeros? You may get cross-eyed, wondering which zero you already counted and how many are left. It’s why banded rows work.
Consider Your Requirements
Start your dashboard right. Ask these questions to gather the necessary information upfront before building your dashboard.
- What are the key metrics and KPIs?
Ask end users which data points and source connections are business-critical.
- How will the dashboard integrate with other tools and data sources?
Will you need to draw data from CRM, ERP, marketing and accounting platforms?
- How will you organize the data?
Determine how you’ll structure, sort, filter and present the data so it’s straightforward to analyze. Which pivot tables and charts will you need?
- Who are the end users?
Identify the primary and secondary users, their roles, and their information needs. Your CEO may need a high-level department-wise overview, while a manager might need something more granular.
To filter the data, copy the table into another sheet. Select Data > Filter to choose the desired data after highlighting the table.
Each column header will get a drop-down arrow next to it. Clicking on it reveals a popup showing the column values in a checklist. Select the values to filter the data against and watch the table change. It’ll show only the filtered data.
Dashboarding requires modifying the input data into an Excel format.
Name the table or accept Excel’s default name, usually Table1, Table2 and so on.
Your Excel table is ready to go, and now you need to convert it into a pivot table.
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4. Design the Pivot Table
Highlight the entire table to display the Table Design option in green on the menu ribbon. Click on Summarize with PivotTable.
You’ll see a popup Pivot Table from Table/Range. Select the source data table or cell range, and choose where to place the table. Select New Worksheet for your pivot table and dashboard.
Creating pivot tables for dashboarding is a matter of a few clicks.
Excel displays a blank sheet with a pivot table editor and a PivotTable Fields pane on the right. You’ll see the field names in a checklist that allows you to choose which ones to include.
In the side pane, drag and drop the field names into the areas for filters, columns, rows and values. When you move the employee name, category and company name into rows, Excel will place numerical values in columns.
Excel enables dashboarding with a drag-and-drop pivot table editor.
Highlighting your pivot table displays the PivotTable Analyze option in green on the ribbon. Click on PivotChart on the right to open the Insert Chart popup.
Excel offers many dashboarding options like line, pie and waterfall charts.
Choose a chart that fits your data type — a pie chart shows data as a percentage of the whole, but you can’t use it to display information that changes over time. But it can serve our purpose.
We need a pie chart for sales by percentage and a bar chart for comparing the revenue earned by employees.
5. Build the Dashboard
You can build multiple charts from the same pivot table. The screenshot below shows two separate tables that feed the pivot charts displayed alongside.
View of an Excel dashboard with pivot charts and their source tables.
You can remove the pivot tables to make space for the charts, but Excel doesn’t allow changes, especially the calculated columns.
You don’t need pivot tables in dashboards when the charts say it all.
If Excel doesn’t quite scale with your business, you have the pick of the market with modern data tools offering self-service BI and visual analytics.
So how does dashboarding help your business?
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Primary Benefits
Enterprises seek dashboarding tools as the market waits for no one, and generating reports takes time. Dashboards are quick to build and don’t need SQL querying and coding skills.
Though cloud solutions make storage affordable, reports tend to occupy storage while dashboards are lightweight. Here’s how dashboarding can support your organization.
Support Business Intelligence
Business intelligence involves tracking performance and market trends to support your business in strategy, budgeting, project management and routine operations.
You can make dashboards for each department and drive data analytics, reporting and business analytics.
Defining and monitoring KPIs (key performance indicators) is manageable with dashboard customization and interactivity. Visuals and interactive screen elements help you convey the message and share data insights with others.
Stay Ahead of the Competition
Viewing competitor metrics and industry benchmarks on dashboards drives growth. Comparing performance and strategy tells you what you should be doing differently.
You can track customer behavior and design better products than the competition. It’s all about using data tools to inform your decisions.
Oreo’s success in selling cookie crumbs addresses a pressing demand — people dunk them in milk anyway. This example underscores the importance of using data for innovation.
Make Informed Decisions
Hardcore, near-real-time data in a visual format gives CEOs and senior stakeholders the confidence to make sound decisions. Plain-text searches and voice processing in modern data tools remove the need for technical skills.
Enterprises can do more by consolidating data from sales, revenue and other departments into one dashboard. Private players and government agencies rely on dashboarding software for crucial insights to improve service delivery.
Access a Single Source of Truth
Embedded dashboards provide information to your users where they work. You can embed Excel workbooks into other workbooks, SharePoint Online, PowerPoint and Power BI.
Embed codes enable viewing dashboards in websites and web applications. It promotes consistency and reduces the risk of data discrepancies.
You can’t go wrong when everyone is looking at the same data. Data sharing and collaboration get a boost as teams can rely on a centralized source for decision-making.
Dashboards have many business advantages, but it’s not a smooth ride all the time. Things can go wrong and they sometimes will.
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Challenges
Dashboards are flexible and provide creative freedom, but data quality, integration and performance issues can slow you down. You’re not alone if you are facing one or more of the following issues.
- Inadequate Requirements Assessment: Failing to define clear objectives and requirements can lead to incorrect dashboards that don’t address user needs.
- Data Quality Issues: Inconsistent or dirty data from disparate sources can undermine the accuracy and reliability of the derived information.
- Data Integration Challenges: Integrating data from diverse sources can be complex, requiring proper data pipelines and integration tools.
- Choosing Ill-Suited Visualizations: Selecting inappropriate visualizations can block accurate data interpretation.
- Information Overload: Complex dashboards with too much information can overwhelm users, leading to poor decision-making.
- Non-Responsive Dashboards: Adoption can lag if dashboards render poorly on different devices and screen sizes.
- Performance Issues: Real-time data dashboards are resource-intensive and can be draining for source databases.
- Accessibility Issues: Not adhering to accessibility standards to accommodate users with disabilities is poor design.
- Data Security and Governance Challenges: A lack of security standards and up-to-date compliance can risk your users’ data.
- Need for User Training: Your teams may struggle to extract value from dashboards without proper training and support.
Considering user requirements and choosing the appropriate visualization is important. So is choosing the right color and position on the dashboard.
Head to our dashboard best practices article for sound advice on maximizing visual insights.
FAQs
1. Do I need to be a tech wizard to use a digital dashboard?
Not at all! Most dashboard tools have a user-friendly design and an intuitive interface. You can quickly start with basic metrics and gradually explore advanced features as you become more comfortable.
YouTube and several online websites offer free dashboarding tips.
2. Are there free digital dashboard tools available?
Free dashboard tools include Google Data Studio, Tableau Public, Looker Studio and Cyfe. With essential functionality, they can be a great starting point for beginners.
3. How often should I update my digital dashboard?
The frequency of updates depends on your digital goals and the rate of data generation. In general, a monthly review is a good starting point. However, weekly or even daily updates may be necessary for fast-paced businesses.
4. Can I use a digital dashboard for personal purposes?
Absolutely! Whether you’re tracking your personal blog’s performance, fitness journey or social media presence, a digital dashboard can be a valuable tool for personal use.
5. Is data privacy a concern with digital dashboards?
Yes. Using reputable dashboard tools with strong security measures is an effective way to keep data secure. Be mindful of the data you share on your dashboard, mainly if it contains sensitive information.
6. How are data dashboards and reports different?
- Data dashboards are dynamic and interactive tools for real-time analysis and quick decision-making, while reports provide historical data with in-depth insights.
- Dashboards use visualizations like charts and graphs to present data concisely, making them more visually oriented. Reports, on the other hand, are typically text-heavy.
- Dashboards provide instant, short-term data. You may never use them again, while reports give monthly, quarterly or year-end insights.
- Dashboards have a broader audience and serve executives, teams or individuals. Reports are tailor-made for specific groups, teams or individuals with particular needs.
- Dashboards are accessible online or via web applications. Reports are also available online and are pixel-perfect for printing and distribution.
7. How are dashboards different from scorecards?
Dashboards provide short-term insights, offering near-real-time KPIs on an interactive interface. They cater to a broad audience, from top stakeholders to executives.
Balanced scorecards are strategic management frameworks primarily for senior management and CEOs. They focus on long-term performance management, encapsulating financial, customer and internal processes, and learning and growth.
Dashboards provide dynamic insights, while scorecards follow a structured approach to track company goals with numerical precision. However, strategic dashboards and operational scorecards overlap somewhat.
8. Are data dashboards and visualizations the same?
- Data visualizations are individual data-based visuals, while dashboards are collections of multiple visualizations and data components on a single screen.
- Dashboards provide a comprehensive overview, while visualizations present specific data points or trends.
- Dashboards are more customizable and interactive, with a broader range of screen elements.
- Dashboards tell you the complete story, while a visualization may need supporting graphics, tables or text for context.
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Next Steps
Whether you’re a business owner, a content creator or an individual with a personal brand, dashboarding is your ticket to success. Your digital dashboards are your compass, helping you navigate the complexities of the data landscape.
They help you make informed decisions, spot trends and measure progress and performance. You can harness their full potential with customization, regular updates, and a focus on user experience.
So why wait? Get our free requirements template to procure a suitable visual analytics solution for your business.
How can dashboarding make a difference for your business? Let us know in the comments.