5 Tips for Building Better Dashboards

Creating a dashboard is easy. Creating a great dashboard that tells a compelling story and drives action? That takes skill. Here are five essential tips to help you build dashboards that make an impact.

1. Start with Your Audience in Mind

Before you add a single visual, ask yourself: Who is going to use this dashboard?

Executive Dashboards

Executives need high-level insights:

Focus on KPIs - Key performance indicators at a glance
Use clear metrics - Revenue, growth, targets, variances
Keep it simple - 3-5 key visuals maximum
Show trends - Time-based charts showing progress

Operational Dashboards

Operations teams need detailed data:

Show granular details - Tables with drill-down capability
Include filters - Let users explore the data
Real-time updates - Current status and metrics
Actionable insights - What needs attention?

Analytical Dashboards

Analysts need flexibility:

Multiple data sources - Combine different tables
Custom queries - SQL editor for advanced analysis
Export capabilities - Download data for further analysis
Relationship modeling - Connect related data

Pro Tip: Create different dashboards for different audiences. One dashboard can't serve everyone.

2. Follow Visual Hierarchy Principles

Your dashboard should guide the eye naturally from most important to least important information.

Top-Left Priority

Place your most critical KPI in the top-left corner. This is where the eye naturally starts when viewing a dashboard.

Size Matters

Larger visuals draw more attention. Make your most important metrics larger:

Primary KPIs - Large KPI cards or prominent charts
Supporting metrics - Medium-sized visuals
Details - Smaller tables or secondary charts

Use Color Strategically

Color should enhance understanding, not distract:

Consistent color coding - Use the same colors for the same metrics across visuals
Highlight important data - Use accent colors for key insights
Avoid rainbow charts - Too many colors confuse the message
Consider accessibility - Ensure colorblind-friendly palettes

Group Related Information

Visually group related metrics together:

Use spacing - White space separates different sections
Add borders - Subtle borders can group related visuals
Use backgrounds - Light background colors for sections

3. Choose the Right Visual Type

Not all data should be displayed the same way. Match your visual type to your data and message.

When to Use Tables

Tables are best for:

Detailed data - When users need to see exact values
Comparisons - Side-by-side comparisons of multiple items
Drill-down - When users need to explore specific records
Sorting and filtering - When users need to manipulate data

When to Use Bar Charts

Bar charts excel at:

Comparing categories - Sales by region, products by revenue
Ranking - Top performers, bottom performers
Time comparisons - Month-over-month, year-over-year

When to Use Line Charts

Line charts are perfect for:

Trends over time - Revenue growth, user acquisition
Multiple series - Comparing multiple metrics over time
Forecasting - Showing projections alongside actuals

When to Use Pie/Donut Charts

Use pie charts sparingly for:

Part-to-whole relationships - Market share, budget allocation
Small number of categories - 3-5 categories maximum
When percentages matter - Showing proportions

When to Use KPI Cards

KPI cards are ideal for:

Single metrics - Revenue, growth rate, conversion
Targets - Actual vs. target comparisons
Quick reference - At-a-glance key numbers

Pro Tip: In xlanalysis, you can preview different visual types before committing. Experiment to find what works best for your data.

4. Tell a Story with Your Data

A great dashboard tells a story. It guides the viewer through insights and leads them to conclusions.

The Story Arc

Structure your dashboard like a story:

Opening (Top) - What's the current state? Show key KPIs
Rising Action (Middle) - What are the trends? Show time-based charts
Climax (Focus Area) - What needs attention? Highlight critical metrics
Resolution (Bottom) - What are the details? Show supporting data

Use Filters Strategically

Filters help users explore the story:

Default filters - Set meaningful defaults (e.g., current month)
Global filters - Apply to all visuals for consistency
Visual-specific filters - Allow drill-down on specific visuals

Add Context

Numbers without context are meaningless:

Compare to targets - Show actual vs. target
Show trends - Include previous period comparisons
Add annotations - Explain anomalies or important events
Include descriptions - Help users understand what they're seeing

5. Optimize for Sharing and Collaboration

A dashboard that sits unused is a wasted effort. Make your dashboards shareable and accessible.

One-Click Sharing

xlanalysis makes sharing effortless:

Generate share links - One click creates a secure link
No account required - Viewers don't need to sign up
Access from anywhere - Works on desktop, tablet, and mobile
Embed in websites - Add dashboards to your website or reports

Mobile Optimization

Ensure your dashboards work on mobile:

Responsive layouts - Dashboards adapt to screen size
Touch-friendly - Large tap targets for mobile users
Simplified views - Consider mobile-specific dashboard versions

Keep It Updated

Stale data kills credibility:

Auto-refresh - Set up automatic data updates
Version control - Save different versions for different time periods
Documentation - Note when data was last updated

Make It Actionable

A dashboard should drive action:

Clear calls to action - What should viewers do with the insights?
Alerts and thresholds - Highlight when metrics need attention
Drill-down capability - Let users explore details
Export options - Allow users to download data for further analysis

Bonus: Dashboard Checklist

Before sharing your dashboard, check:

[ ] Does it answer the key questions?
[ ] Is the most important information prominent?
[ ] Are visuals appropriate for the data type?
[ ] Is color used consistently and meaningfully?
[ ] Can users understand it without explanation?
[ ] Does it work on mobile devices?
[ ] Is the data current and accurate?
[ ] Are filters and interactions intuitive?

Start Building Better Dashboards Today

Ready to put these tips into practice? xlanalysis provides all the tools you need to create professional, shareable dashboards:

Drag-and-drop builder - Build dashboards visually
Rich visual library - Tables, charts, KPIs, and more
One-click sharing - Share with your team instantly
Mobile responsive - Works on any device
Real-time updates - Always current data

Start your free trial and begin building dashboards that make an impact.

xlanalysis makes it easy to create professional dashboards from your Excel files. Sign up today and transform your data into actionable insights.