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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
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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,
Step-by-Step Instructions for Using SmartSuite ‘s Dashboards and Data Visualization Features
Step 1: Preparing Your Data
SmartSuite offers tools designed to enhance
- 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.
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.
Step 2: Selecting the Appropriate Chart Type
Access Visualization Tools
Go to the “Projects” tab from the main menu and select “Visualization.”
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.
Unlock the full potential of your data with
Step 3: Creating Charts
- Access Visualization Tools:
- In the “Visualization” section, click on “Create Chart”.
- 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.
Step 4: Customizing Charts
- Labeling and Legends:
- Image:
- Axis Labels: Add labels to define what each axis represents clearly.
- Legends: Differentiate between data series or categories.
- Design and Formatting:
- Colors and Fonts: Choose colors and fonts that enhance readability.
- Scales and Intervals: Adjust scales and intervals to present data.
- Applying Filters and Segmentation:
- Filters: Narrow down data to the most relevant points.
- Segmentation: Break data into meaningful groups for comparison.
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.
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.
- 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.
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.
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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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
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.
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.
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.
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.
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.
- 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.
Final Thoughts
In the ever-evolving landscape of data management and business intelligence, mastering the art of data visualization and dashboard creation is indispensable.
Data visualization isn’t just about making your data look goodโit’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
Enhance your data visualization skills with
FAQ’s – Frequently Asked Questions
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About the Author: Aidan O’Brien, CAPM, is a top developer and