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How to use the Power of SmartSuites Dashboards and Data Visualization Features

by Aidan O’Brien, CAPM; Editor: Dr. Michael J. Shick, MSPM, PMP, CSM

As a SmartSuite consultant, Project Management Professional at ROSEMET, and MBA Student. I have seen firsthand the transformative power of data visualization in helping organizations make informed decisions, track progress, and optimize their operations. In today’s data-driven world, the ability to visualize data effectively is not just a luxuryโ€”it’s a necessity. Dashboards provide a powerful way to present data visually, making it easier to understand trends, patterns, and insights at a glance. They are a single source of truth, enabling teams to track metrics, identify issues, and drive business success.

SmartSuite offers many tools for creating and customizing data visualizations and dashboards, helping teams stay on top of their data and drive better outcomes. Whether you are managing routine everyday tasks, overseeing complex projects, or tracking key business processes, SmartSuite‘s visualization capabilities can enhance your workflow. This guide will walk you through the steps to prepare your data, create visualizations, and build insightful dashboards in SmartSuite. Following these steps, you can leverage SmartSuite‘s powerful tools to create practical, informative, and visually appealing dashboards that meet all your work-related needs.

An infographic titled "SmartSuite Step by Step Process" with five colorful circular icons: Brief (green), Research (blue), Design (orange), Development (yellow), and Implementation (purple). Each step is marked as suitable for various SmartSuites presentation categories.

Step-by-Step Instructions for Using SmartSuite‘s Dashboards and Data Visualization Features

Step 1: Preparing Your Data

SmartSuite offers tools designed to enhance project management and business processes through robust data visualization capabilities. Whether managing routine office tasks or complex projects, SmartSuite helps streamline workflows and improve efficiency.

  • From the starting screen, click on the “Projects” dropdown to select the table you want to work with, such as “Tasks,” “Deliverables,” “Change Requests,” etc.

A SmartSuites project management software interface is shown, displaying various tasks and their statuses. The top menu includes options like Action Center, Tables, and Settings. The tasks have different statuses indicated by colored labels such as "In Process," "Complete," "Blocked," and "Ready for Review.

Identify Data Sources

Before you can create meaningful visualizations, you need to identify the sources of your data. Select the tables and fields that contain the data you want to visualize. Ensuring that your data is clean and properly structured is essential for accurate representation and easy understanding.

  • Select Relevant Tables and Fields: Choose the table containing the data you want to visualize. Click the “Fields to Display” button to select key data points.
  • Ensure Data Cleanliness: Use the filter icon next to the “Find” button to filter out duplicates or irrelevant entries.
  • Proper Structuring: Organize your data logically, ensuring each field contains relevant, structured information. Use the field settings to configure data types and formats.

The SmartSuites project management software interface displays a list of tasks sorted by assignees. The screen shows task details such as the assigned person, status, priority, due date, and completion percentage. A dropdown menu is expanded, offering various action options.

Step 2: Selecting the Appropriate Chart Type

Access Visualization Tools

Go to the “Projects” tab from the main menu and select “Visualization.”

A screenshot of the SmartSuites project management software interface. The "Tasks by Assigned To" section lists tasks assigned to a person named Aidan O'Brien, showing four tasks: Market Research and Design, Business Requirements, Budget Development, and Technical Requirements.

Choose Chart Type
  • Bar Chart: Ideal for comparing quantities across different categories.
  • Column Chart: Useful for displaying data changes over time.
  • Line Chart: Shows trends and patterns.
  • Pie Chart: Displays parts of a whole.
  • Scatter Chart: Shows relationships between two numerical variables.
  • HeatMap Chart: Visualizes data density and distribution.

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Unlock the full potential of your data with SmartSuite‘s visualization tools. Begin your 14-day free trial now and transform your business processes.

A screenshot displaying various types of software interface views in SmartSuites: Grid, Card, Kanban, Calendar, Timeline, Map, Chart, and Dashboard. Each view is briefly described with representative icons and sample screen layouts. Text is in English.

Step 3: Creating Charts

  1. Access Visualization Tools:
    • In the “Visualization” section, click on “Create Chart”.
  2. Configure Data Source:
    • Select Relevant Table and Fields: Choose the table and fields you want to visualize. Assign your data fields to the appropriate axes and dimensions on the chart.
    • Map Fields to Chart Axes: Configure the axes to represent the data accurately.

A screenshot of the SmartSuites project management software interface. The "Create New Dashboard" window is open, showing "Task Dashboard" entered in the text field. The "Private" option is selected with a green checkmark. There are "Cancel" and "Create View" buttons at the bottom.

Step 4: Customizing Charts

  1. Labeling and Legends:
    • Image:
    • Axis Labels: Add labels to define what each axis represents clearly.
    • Legends: Differentiate between data series or categories.
  2. Design and Formatting:
    • Colors and Fonts: Choose colors and fonts that enhance readability.
    • Scales and Intervals: Adjust scales and intervals to present data.
  3. Applying Filters and Segmentation:
    • Filters: Narrow down data to the most relevant points.
    • Segmentation: Break data into meaningful groups for comparison.

A screenshot of the SmartSuites project management software interface displays a "Task Dashboard" with bar and pie charts representing tasks, complemented by a green "Add Widget" button at the bottom. The background is predominantly white with a green navigation menu at the top.

Step 5: Creating Dashboards

Dashboard Layout:

  • Layout Planning: Plan the overall structure and flow of your dashboard.
  • Chart Placement and Size: Arrange charts to optimize data storytelling.

A screenshot of the SmartSuites Widget Library user interface displaying various metric and chart options. The metrics section includes Comparison Metric and Progress Metric widgets. The charts section showcases Bar Chart, Column Chart, and Donut Chart widgets.

Adding Charts to Dashboard:

  • Image:
  • Chart Integration: Drag and drop charts into the dashboard layout.
  • Optimize Arrangement: Position charts logically and that are visually appealing.

A bar chart in SmartSuites compares completed and non-completed tasks. The completed tasks bar, in blue, is significantly longer than the non-completed tasks bar, in orange. To the right, options for chart settings and customization are visible.

  • Interactive Elements:
    • Filters and Dropdowns: Allow users to interact with data directly on the dashboard.
    • Enhance User Experience: Add dynamic elements to make the dashboard user-friendly.

A colorful donut chart from SmartSuites categorizes different segments of a project: Recruiting 12.32%, Organisational 2.74%, Marketing Campaigns 14.16%, Project Management 27.43%, Sales 25.61%, User Research Interview 10.82%, and Customer Outreach 6.93%.

Step 6: Saving and Sharing Visualizations and Dashboards

Sharing Options:

  • Team Sharing: Share dashboards within SmartSuite with team members.
  • External Export: Export visualizations for external use.
  • Embed Charts: For easy access, place charts in SmartDocs or other SmartSuite records.

The SmartSuites countdown timer interface displays time remaining in green boxes: 00 days, 13 hours, 12 minutes, and 48 seconds. On the right, settings options include a sound alert and fireworks effect. A "Cancel" button and a green "Add Countdown" button are at the bottom.

Step 7: Maintaining and Updating Dashboards

Regular Data Updates

Keep your data visualizations current by regularly updating the underlying data.

  • Data Refresh: Schedule regular updates to maintain accuracy.

Dashboard Review

Periodically review your dashboards to ensure they remain effective and make necessary adjustments.

  • Effectiveness Review: Assess if the dashboards are meeting their goals.
  • Adjustments: Make changes based on user feedback and data changes.

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Unlock your data’s full potential with SmartSuite‘s visualization tools. Start your 14-day free trial today and transform how you see and use your data.

A SmartSuites dashboard interface displays a countdown timer, a comparison metric, a donut chart, and a Google Meet link. The countdown shows 00 days, 13 hours, 04 minutes, 17 seconds remaining. The donut chart has five segments with percentage allocations for different categories.

Additional Tips

Experiment with Different Chart Types

Don’t hesitate to try various chart types to find the best way to represent your data. Different data sets and analysis goals might require different visualization methods. Experimentation will help you discover the most effective way to communicate your insights.

  • Compare Similar Data Sets: Use bar or column charts for straightforward comparisons between different categories.
  • Track Trends Over Time: Line or area charts are excellent for visualizing trends and changes over a period.
  • Show Parts of a Whole: Pie or donut charts are ideal for illustrating proportions and distributions.
  • Analyze Relationships: Scatter or bubble charts help identify correlations and patterns between variables.
  • Highlight Density: Heatmap charts are perfect for showcasing high and low-concentration areas within your data.

 

Enhance your project management and team collaboration with SmartSuite. Sign up now to experience the benefits of this all-in-one work management platform.

A SmartSuites screen displays a comparison metric showing a value of 78.6 hours for the last 30 days, reflecting a 100% increase. The screen includes sections for dimensions, description, value, target, comparison period, and options to filter data by tags and call categories.

Collaborate with Team Members

Collaboration is key to creating effective visualizations and dashboards. Involve your team members in the process to gather diverse perspectives and insights. Collaborative efforts often lead to more comprehensive and useful dashboards.

  • Regular Feedback Sessions: Schedule regular meetings to review and discuss your dashboards. Gather feedback on what works well and what needs improvement.
  • Assign Roles: Designate team members for tasks such as data preparation, chart creation, and dashboard customization. This ensures that someone with the relevant expertise handles each aspect.
  • Share Dashboards Early: Share preliminary versions of your dashboards with your team to get early feedback and make iterative improvements.

A Google Meet interface is displayed with a notification in the center saying "Site is asking for permission." On the right, options include Heading, Title, Heading, and Text along with settings such as microphone and camera access permissions. A green button reads "Add App" via SmartSuites.

Utilize SmartSuite‘s Support Resources

SmartSuite offers extensive support resources to help you master its features and overcome any challenges you might face. Take advantage of these resources to enhance your data visualization skills.

  • Tutorials and Webinars: Participate in SmartSuite‘s tutorials and webinars to learn about new features and best practices for using the platform.
  • Knowledge Base: Access the SmartSuite knowledge base for detailed guides and troubleshooting tips on a wide range of topics.
  • Community Forums: Join SmartSuite‘s community forums to connect with other users, share your experiences, and learn from their insights.
  • Customer Support: Don’t hesitate to reach out to SmartSuite‘s customer support team for personalized assistance with any issues or questions you might have.

A person wearing a SmartSuites suit taps a transparent interface with the word "UPDATED" displayed in bold blue letters. The background is a gradient of blue tones, conveying a modern and technological theme.

Stay Updated on Best Practices

Data visualization is an evolving field, with entirely new solutions, techniques, and best practices emerging regularly. Stay informed about the latest trends, solutions, and advancements to ensure that your marketing campaigns’ sales dashboard status reports remain effective and cutting-edge.

  • Follow Industry Leaders: Follow blogs and social media accounts of leading experts in data visualization and business intelligence.
  • Attend Conferences and Workshops: Participate in industry conferences and workshops to learn about the latest tools and techniques.
  • Read Relevant Books and Articles: To deepen your understanding, invest time in reading books and articles about data visualization and dashboard design.

A hand holds a magnifying glass focusing on a group of user icons, representing individuals within SmartSuites. The background is filled with similar, blurred icons. The image conveys the concept of searching for or targeting specific members within a group.

Customize for Your Audience

Tailor your dashboards to meet the specific needs and preferences of end users and your audience. Understanding who will use the customized dashboards, what information they are sharing, and the data they need are crucial for effective communication.

  • Identify User Needs: Conduct surveys or interviews to understand the specific needs and preferences of your dashboard users.
  • Simplify Complex Data : Use clear and straightforward visualizations to make complex data more accessible to non-technical users.
  • Provide Context: Add explanatory notes, legends, and labels to ensure that users can easily interpret the data.

 Close-up of hands typing on a laptop keyboard with overlay graphics of padlocks and network connections, symbolizing internet security. Binary code is faintly visible in the background, highlighting a digital and secure environment provided by SmartSuites.

Ensure Data Security and Privacy

When dealing with sensitive data, it’s essential to ensure that your system, apps, and dashboards comply with data security and privacy regulations. SmartSuite provides a robust security suite, but it’s crucial to use them correctly.

  • Access Controls: Use SmartSuite‘s permission settings to control who can view and edit your dashboards.
  • Data Encryption: Ensure that your data is encrypted both in transit and at rest.
  • Compliance: Stay informed about relevant data privacy regulations and ensure that your dashboards comply with these standards.

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Final Thoughts

In the ever-evolving landscape of data management and business intelligence, mastering the art of data visualization and dashboard creation is indispensable. SmartSuite stands out as a powerful work management platform that not only enhances team member collaboration and project management but also excels in providing robust data visualization tools. SmartSuite lets you harness these capabilities and transform raw data into actionable insights, driving better decisions and fostering business success.

Data visualization isn’t just about making your data look goodโ€”it’s about making your data work for you. Effective dashboards provide a clear, concise, and accurate representation of your most critical data points, enabling you to track progress, identify trends, and address issues promptly. With SmartSuite, you have access to a wide array of chart types, customization options, and interactive features that make it easier than ever to create impactful visualizations tailored to your exact needs.

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Enhance your data visualization skills with SmartSuite. Sign up now (14 days free) and create dashboards that drive better data insights and decisions.

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FAQ’s – Frequently Asked Questions

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SmartSuite and Airtable both offer robust data management solutions. However, SmartSuite excels in project management solutions and team collaboration features, making it ideal for businesses with complex workflows, large teams, and project portfolios. Its capabilities in managing routine everyday tasks, project status, and tracking sales opportunities set it apart.

SmartSuite was founded in 2019 with the goal of providing an all-in-one platform for managing projects, data, and team collaboration. It quickly became recognized for its powerful work management platform and data visualization capabilities.

SmartSuite is used for a wide range of applications, including project management, data visualization, business process management, and team collaboration. It enables teams to streamline workflows, create tasks, and gain insights through powerful dashboards and visualizations. SmartSuite also supports event planning and sales opportunity tracking.

SmartSuite ensures data security and privacy through smart suite and robust features such as access controls, data encryption, and compliance with data privacy regulations. These measures help protect sensitive information and maintain the integrity of data while managing service requests and customer feedback.

Yes, SmartSuite can help customers manage routine everyday tasks by streamlining workflows and providing tools to track progress and efficiency. Its customizable dashboards and project management system make it easy to manage, monitor, and optimize daily operations, ensuring customer success and higher-quality outcomes.

SmartSuite enhances team collaboration by providing a centralized platform where team members can share data, track projects, and customers' status, and manage workflows. It supports real-time collaboration with features like SmartDocs and allows for detailed progress tracking status reports, making it a powerful productivity tool for businesses.

SmartSuite offers a variety of chart types for data visualization, including bar charts, column charts, line charts, area charts, pie charts, donut charts, combo charts, scatter charts, bubble charts, and heatmap charts. These tools help in sharing and understanding data effectively to drive better business decisions.

SmartSuite supports project management by offering tools to have clients create tasks, manage them, track due dates, manage budgets, and oversee project portfolios. Its project management system is designed to handle complex workflows and deliver high-quality outcomes, ensuring that all your work is organized and on track.

Yes, SmartSuite can be customized to meet the exact needs of any business. From creating tailored dashboards to managing unique workflows, SmartSuite provides flexible solutions that enhance efficiency and support customer success. Its friendly visual interface and comprehensive support resources make it easy to implement and optimize for any business environment.

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About the Author: Aidan O’Brien, CAPM, is a top developer and project management professional at ROSEMET LLC, who holds the Notion Essentials and Settings & Sharing Badges. He is also a certified SmartSuite Consultant who is currently pursuing an MBA at Western Carolina University.

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