How you present your data driven insight is important! But unfortunately, analysts can sometimes forget to tell their story effectively, leaping from data exploration to a dashboard without giving much thought to how audiences will receive the information. Your insights can get lost in a messy report. If the information is critical, shouldn’t the communication medium be crisp, clean and understood at a glance?
Advanced Analytics tools, such as Qlik and Power BI, are fantastic for creating interactive dashboards and reports you can use to explore large datasets, understand trends, track key ratios and indicators, and then share insights with your colleagues, or your boss. What makes these tools useful? They take data and refine it into information by placing a visualization over it, thereby helping our visually oriented brains make sense of the numbers. When it comes to understanding the meaning behind the numbers, a data table or Excel report can leave a brain very, very tired.
Here are some quick tips for making your next analytics report “Easy on the brain”!
Our 5 Power BI Tips:
Respect the Rim
Before my career in technology began, I worked as a waiter, and I worked at some pretty classy spots. If you have never had the pleasure, let me share with you that before each plate makes it to its appointed destination, it is briefly inspected. If any sauces, herbs, or actual food has errantly landed on the rim of the plate, it is removed. “Respect the Rim,” my mentor once told me. The same is true for your data and information. Enforce a thin empty “margin” around each of your Power BI reports. By using the “Snap to Grid” feature, make sure that each visual on the report is aligned to your self-imposed margin. The analysis will look sharper and more credible.
What’s the Headline?
Most reports have data points which are essential, such as Key Performance Indicators (KPI) defined by management, or other indicators such as “Bottom Line” financials, Net Income or EBITDA. These essential measurements are the Headline for the report. Don’t bury the Headline – always place key information in the upper left-hand corner of the report, either in a Power BI Card or KPI visual.
Once you have done that, you can further segment visual information into key categories, and keep them segmented into groups. For example, beneath your KPI you may want to provide leading indicators or contributing factors. Another option may be to provide a group of categorical breakdowns together, or key ratios that contribute to the success or challenges of your headline. You may want to provide a group of visuals providing detailed exposition – a table or other visual with detailed categories. The information should flow from the Headline to the Exposition, just as a newspaper story would.
Have a Perspective
Reports that provide multiple ways to filter and slice the data are very helpful to data analysts, data scientists and casual explorers. These are tools to help you with data exploration. Once you’ve found insights worth sharing, focus the audience’s attention on that information by removing the extraneous bits. Don’t worry – the underlying Power BI data model remains for exploration of new insights later.
Make It Mobile
I always make a point of creating a phone layout for my reports, because it is very easy in Power BI. Due to the smaller form factor, phone layouts require you to further choose the essential information. However, if you’ve followed my advice, then you know what the headline is already. Simply drag the headlines onto the phone layout for your report before publishing. Among many outstanding features, the Power BI mobile app allows users to get notifications and data-driven alerts. End users can even mark up phone reports, distribute with their annotations and launch a conversation.
Use good judgement and don’t get carried away with excessive colors, logos, or background images. I find that a company logo can be helpful for some audiences. However, when it comes to colors, be mindful of some universal rules.
- Some colors convey information, intended or otherwise (Red, Yellow and Green, for example)
- Company branding adds a professional touch – use the color scheme
- Use no more than 10 data colors, no more than 3 backgrounds and no more than 4 fonts
I recommend saving a Custom Theme for Power BI that reflects this guideline. Save off your company theme and save for later use. Any changes can be applied globally.
Your Most Important Information, Quickly Understood
Critical information is more valuable when it is quickly understood. Indeed, each visualization available conveys information in its own manner; therefore, it is important for professionals who prepare analysis with advanced analytics tools to be mindful of the strengths and weaknesses of each. Regardless of audience, these five guidelines apply.
Advanced analytics tools are a critical component to digital transformation, because they enable data-driven decision making. Among other things, data-driven decision making requires the creation of information from data. Often, that data is massive, or moving quite rapidly. To extract insights and reduce business uncertainty, talk to BlumShapiro about our analytics service offerings. We’ll provide a road map to data-driven decision making, enabling digital information at your fingertips. And you can focus on your business.
About Brian: Brian Berry leads the Microsoft Business Intelligence and Data Analytics practice at BlumShapiro. He has over 15 years of experience with information technology (IT), software design and consulting. Brian specializes in identifying business intelligence (BI) and data management solutions for upper mid-market manufacturing, distribution and retail firms in New England. He focuses on technologies which drive value in analytics: data integration, self-service BI, cloud computing and predictive analytics.