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Unlocking Insights: How to Get the Most Out of Your Power BI Dashboard

How to Share Power BI Dashboard and Reports

In the data-driven age, converting raw numbers into actionable insights is the linchpin of effective decision-making. Microsoft’s Power BI has emerged as a powerful ally for businesses and individuals, offering unparalleled data visualization and analysis capabilities. 

Whether you’re a novice striving to understand your first report or a seasoned analyst seeking advanced tricks, diving deep into the nuances of Power BI can significantly enhance your data storytelling prowess. 

We’ll unravel the secrets to maximizing your Power BI dashboard, ensuring you visualize data and extract meaningful insights that drive actionable results. Read on to transform from a dashboard viewer to a Power BI expert.

What is a Power BI Dashboard?

A Power BI Dashboard is a single-page, interactive visualization tool in Microsoft’s Power BI service, designed to provide a consolidated view of multiple datasets and reports. 

Unlike Power BI reports with multiple pages, a dashboard is confined to one page, presenting a high-level overview of key metrics and performance indicators. Built using data models, queries, and visualizations created in Power BI Desktop, these dashboards can integrate data from various sources, ranging from on-premises SQL Server to cloud-based solutions and third-party services. 

Interactivity features like drill-through and filtering allow users to explore underlying data. Dashboards can be shared, published, and embedded in applications, aiding in swift decision-making processes for businesses and organizations.

Benefits of Using a Power BI Dashboard

Power BI Dashboards empower businesses with real-time data visualization, seamless integration, and interactive insights. This Microsoft tool revolutionizes decision-making by centralizing data and offering intuitive, mobile-optimized presentations.

Data IntegrationPower BI Dashboards seamlessly integrate with many data sources, from Excel spreadsheets to cloud-based and on-premises hybrid data. This centralizes data sources for a holistic view.
Real-time AnalysisDashboards allow real-time data visualization. As soon as data changes at the source, it’s reflected on the dashboard, enabling up-to-the-minute decision-making.
Interactive VisualizationsUsers can interact with the visualizations, drill down for detailed views, or apply filters to focus on specific data segments, enhancing data exploration and understanding.
Mobile AccessibilityPower BI Dashboards are optimized for mobile views, allowing decision-makers to access insights on the go from any device.
Customization & PersonalizationDashboards can be tailored to meet unique business requirements. Users can design dashboards that resonate with their audience from custom visuals to specific KPI metrics.
Collaboration & SharingDashboards can be shared among teams and stakeholders. Integration with Microsoft Teams and other platforms facilitates collaborative efforts.
Security & CompliancePower BI offers robust security features, ensuring that data is protected. Role-based access, data encryption, and compliance certifications ensure data remains confidential and compliant with regulations.
Cost-effectiveBy leveraging cloud resources and providing a scalable solution, Power BI Dashboards can often be a more cost-effective solution than traditional BI tools, especially for businesses that are already invested in the Microsoft ecosystem.
AI-Powered InsightsPower BI’s integration with Azure Machine Learning and AI capabilities means dashboards can provide predictive analytics, automated insights, and data-driven recommendations.
Integrated with Microsoft EcosystemBeing a Microsoft product, Power BI Dashboards smoothly integrates with other Microsoft products like Azure, SQL Server, Excel, and Dynamics 365, providing a streamlined experience for users familiar with the Microsoft environment.

How to Share Dashboards with Your Team

  • Step 1: Complete Your Dashboard

Before sharing, ensure that your dashboard is finalized, including all necessary visuals and data connections. A well-designed dashboard will offer more value to your team.

  • Step 2: Save Your Work

Click on the ‘Save’ button in the top left corner of the Power BI Service. Name your dashboard appropriately for easy identification by your team.

  • Step 3: Navigate to the ‘Share’ Option

In the top-right corner of your dashboard, you’ll find the ‘Share’ button, represented by an icon that looks like an arrow pointing right.

  • Step 4: Choose Sharing Method

Power BI offers various sharing methods:

  • Dashboard sharing: Share your dashboard directly with specific users or groups.
  • Publish to Web: Generate a public link for wider access. Note: this method exposes your data to anyone with the link.
  • Embed in SharePoint Online: If you use SharePoint, this is an effective method for team collaboration.
  • Step 5: Enter Recipients

If choosing dashboard sharing, type in the email addresses of your team members. You can also include user groups if they’ve been pre-defined in your organization.

  • Step 6: Set Permissions

Decide whether recipients can only view the dashboard or if they can reshare and collaborate on it. Assign permissions as ‘View’ or ‘Reshare’ accordingly.

  • Step 7: Include an Optional Message

Send a brief note or instructions to your team regarding the dashboard, especially if there are specific areas they should focus on.

  • Step 8: Click ‘Share’

Once you’ve configured your sharing settings, click the ‘Share’ button. Your team members will receive notifications with access to the shared dashboard.

  • Step 9: Manage Access

If you need to manage or revoke access, navigate to the ‘Shared with’ option in the dashboard settings. From here, you can modify permissions or remove access for specific users.

  • Step 10: Monitor Collaboration

Check in with your team periodically to gather feedback. They might have insights or suggestions that could further improve the dashboard.

Sharing dashboards in Power BI is a straightforward process designed to foster collaboration and ensure that insights are accessible across teams. Remember always to be mindful of data privacy and security when deciding which sharing method to use.


Types of Power BI Dashboards

  1. Operational Dashboards

These dashboards display real-time data to monitor operations within an organization. They are typically refreshed frequently and help in daily decision-making.

  1. Strategic Dashboards

Focused on long-term strategies, these dashboards provide a high-level view of an organization’s performance against its objectives, typically showcasing quarterly or yearly data.

  1. Tactical Dashboards

These are designed for middle managers to analyze and respond to data over a shorter term, such as weekly or monthly. They help in tracking departmental goals and projects.

  1. Analytical Dashboards

Equipped with advanced filters and drill-down capabilities, analytical dashboards help users dig deep into datasets, uncovering patterns and insights. They are more complex and catered toward data analysts.

  1. Mobile Dashboards

Specifically designed for mobile devices, these dashboards are optimized for smaller screens, ensuring that users on the go can easily access and understand the data.

How to Create a Well-Designed Dashboard in the Power BI Service

Harnessing the power of Power BI involves crafting a compelling dashboard that conveys complex data succinctly. A well-designed dashboard combines aesthetics with functionality, enabling users to derive actionable insights seamlessly. 


Step 1:  Selecting Key Metrics

Before diving into design and visualization, pinpointing the right metrics is paramount. These metrics should align with your goals, resonate with your target audience, and provide a comprehensive view of your data landscape.

  • Understand Your Audience: Recognize who the dashboard is for – top-level executives, middle managers, or data analysts. Each group will have unique requirements.
  • Align with Business Goals: Ensure that the metrics you choose directly tie back to your organization’s or specific project’s overarching goals.
  • Prioritize Metrics: While it might be tempting to showcase a myriad of metrics, less is often more. Focus on key performance indicators (KPIs) that offer the most value.
  • Consider Data Availability: The desired metric is only as good as the available data. Ensure you have consistent, accurate, and up-to-date data sources for your selected metrics.
  • Avoid Vanity Metrics: Steer clear of metrics that might look good on the surface but don’t offer actionable insights or align with business objectives.

By meticulously selecting your metrics, you lay a strong foundation for an informative and actionable dashboard, ensuring the visualizations you create subsequently are of maximum relevance.


Step 2: Choosing the Right Visualization Tools

Selecting appropriate visualization tools is critical in accurately conveying your key metrics. The right visuals simplify complex data, making it more accessible and insightful for the viewer.

  • Match Metric to Visual: Different metrics require different visuals. For instance, time series data is best represented using line charts, while categorical data might benefit from bar or column charts.
  • Stay Consistent: Use consistent colors, shapes, and sizes across your visuals. This helps in maintaining a cohesive look and aids in quicker comprehension.
  • Prioritize Clarity: Avoid overly complex visuals that could confuse your audience. Simple visuals can often convey data more effectively.
  • Use Interactive Elements Judiciously: Power BI offers many interactive features like drill-through, slicers, and tooltips. While they can enhance user engagement, overuse can make the dashboard cluttered.
  • Be Mindful of Color Choices: Use a harmonious color palette that aligns with your organization’s branding. Additionally, ensure good contrast for readability and consider color-blind-friendly palettes.
  • Opt for Custom Visuals When Necessary: Power BI allows importing custom visuals from its marketplace. If the standard options don’t serve your need, explore custom ones but ensure they align with best practices.
  • Limit the Number of Visuals: Overcrowding a dashboard with too many visuals can be overwhelming. Stick to the most essential ones that drive your narrative.
  • Test and Iterate: Seek feedback after choosing and implementing your visual tools. What might seem clear to you might be confusing to others. Refine based on this feedback for optimal clarity.

By aligning your visualization tools with your chosen metrics and maintaining design best practices, your Power BI dashboard will be not only visually appealing but also highly functional, driving informed decision-making.


Step 3: Working with Single Datasets or Multiple Datasets per Report

The decision to use a single dataset or multiple datasets can influence the efficiency, complexity, and flexibility of your Power BI dashboard. Here’s how to navigate this crucial step:

  1. Understand Dataset Basics:
    • Single Dataset: This approach involves building your report based on one dataset. It’s straightforward and often suitable for specific, focused reports.
    • Multiple Datasets: You combine data from different sources or datasets in a single report, allowing for a more comprehensive view. However, it can add complexity.
  1. Evaluate Your Data Needs:
    • Scope of the Report: A single dataset might suffice if your report is focused on one business area. For cross-functional insights, consider multiple datasets.
    • Data Consistency: Single datasets ensure uniformity, while multiple datasets might require more data cleansing and harmonization effort.
  1. Consider Performance:
    • Efficiency: Single datasets often load faster and perform better since there are fewer data and fewer relationships to process.
    • Complexity: Working with multiple datasets can slow the report’s performance, especially if not optimized.
  1. Establish Relationships:
    • When using multiple datasets, ensure you set up relationships correctly. Using Power BI’s relationship view, define primary and foreign keys to create links between tables, ensuring accurate data flow.
  1. Maintain Data Model Simplicity:
    • Even if you opt for multiple datasets, aim for a simple and clean data model. The easier it is to navigate, the better the performance and user experience.
  1. Implement Data Security:
    • With multiple datasets, there’s a higher chance of sensitive data being included. Use Power BI’s Row-Level Security (RLS) to ensure authorized individuals only access data.
  1. Test and Refine:
    • Regardless of your choice, test the dashboard’s performance and accuracy. Refine your data model, relationships, or visualizations based on feedback and observed issues.

Choosing between single or multiple datasets is a strategic decision based on your report’s scope, complexity, and intended audience. Whichever you choose, prioritizing clarity, performance, and accuracy will lead to a more impactful Power BI dashboard.


Step 4: Utilizing Actionable Insights and Meaningful Insights

A powerful dashboard not only presents data but drives action. It’s the bridge between raw data and informed decisions. To design a dashboard that offers actionable insights and encourages meaningful interactions, follow these guidelines:

  1. Highlight Critical Metrics:
    • Ensure your Key Performance Indicators (KPIs) and other crucial metrics are prominently displayed, grabbing immediate attention.
  1. Provide Context:
    • Raw numbers alone may lack impact. Offer context by including targets, historical data, or industry benchmarks. This helps users quickly gauge performance and understand anomalies.
  1. Use Drill-Down and Drill-Through Features:
    • Allow users to explore data layers deeper. For instance, from a yearly sales figure, they might wish to drill down to monthly or daily data. This offers granularity and a clearer picture of trends.
  1. Incorporate Dynamic Filters and Slicers:
    • Offer flexibility by letting users filter data based on their needs. For instance, a sales dashboard might have slicers for regions, products, or salespersons.
  1. Employ Interactive Tooltips:
    • Instead of static tooltips, use interactive ones that offer additional data or insights when a user hovers over a data point.
  1. Visualize Data Anomalies:
    • If certain metrics deviate significantly from the norm or target, use visual cues (like color changes) to highlight them, prompting users to investigate further.
  1. Include Action Buttons:
    • If users need to take specific actions based on dashboard insights, like submitting a report or updating a dataset, integrate action buttons for a seamless experience.
  1. Guide the User Journey:
    • Use visuals and design elements to guide users through a narrative. This can help them connect data points and derive comprehensive insights.
  1. Solicit Feedback:
    • Often, the dashboard users have valuable feedback on how to make it more actionable. Periodically gather feedback and iterate.
  1. Maintain Data Freshness:
    • Ensure your data sources are regularly updated. Fresh data maintains trust in the dashboard and ensures insights remain actionable.

By focusing on both actionable insights and meaningful interactions, you’re not just creating a data display but a tool that empowers users to understand, engage with, and act on the data, leading to informed decision-making.

Exploring the Features and Functionality of Power BI Dashboards vs Reports

Features/FunctionalityPower BI DashboardsPower BI Reports
NatureHigh-level viewDetailed, multi-page view
ComponentsConsists of tiles from reports, web content, and other sourcesContains visuals, charts, tables, and other elements from one dataset
InteractivityLimited interactivity (e.g., clicking a tile to open the source report)High interactivity (e.g., drill-through, tooltips, filtering)
Data SourceAggregated view from multiple datasetsTypically derived from a single dataset
Real-Time DataCan display real-time data widgetsCan show real-time data, but usually in the context of the dataset
CustomizationCan pin live visuals, web content, and other elementsCan customize visuals, layouts, and interactions
SharingCan be shared with users in the Power BI serviceCan be published to the Power BI service, then shared
CreationCreated in the Power BI service environmentCreated using Power BI Desktop, then published to Power BI service
Usage ScenarioFor monitoring critical metrics at a glanceFor in-depth analysis, exploration, and detailed insights
NotificationsSupports data-driven alertsDo not natively support alerts, but visuals can be pinned to dashboards for this purpose.

Remember while there are distinct differences between dashboards and reports in Power BI, they are often used together. A dashboard provides an at-a-glance overview; its tiles can link to reports for deeper analysis.


4 Tips for Building an Effective Sales Dashboard in Power BI

1. Prioritize Key Sales Metrics

  • Focus on KPIs: Ensure the dashboard prominently displays critical sales metrics like revenue, sales conversion rates, and average deal size.
  • Include Time-based Metrics: Display metrics such as sales growth month-over-month or year-over-year to track performance over time.
  • Monitor Funnel Stages: Understand where potential customers are in the sales funnel, from leads to conversions, to pinpoint bottlenecks.

2. Ensure Real-time Data Access

  • Integrate with CRM: Link your dashboard directly to your Customer Relationship Management (CRM) system to pull real-time data.
  • Use Automated Refresh: Power BI allows for scheduled data refreshes, ensuring your sales team has the most up-to-date information.
  • Highlight Anomalies: Use visual cues to highlight sudden spikes or drops in sales metrics for immediate attention.

3. Optimize for User Interactivity

  • Utilize Drill-through Features: Allow users to click on a visual to see detailed data. For example, if looking at monthly sales, a user might want to drill down to daily figures.
  • Employ Filters and Slicers: Let salespeople filter data by region, salesperson, product, or other relevant category.
  • Leverage Custom Tooltips: Instead of standard tooltips, customize them to provide additional context or insights relevant to sales metrics.

4. Design with Clarity and Simplicity

  • Limit Visual Clutter: Stick to essential visuals and avoid overcrowding the dashboard, ensuring easy readability.
  • Maintain Consistent Design: Use consistent colors, fonts, and chart types. Consistency helps in quicker comprehension and reduces the learning curve.
  • Group Related Data: Cluster-related metrics together. For example, all metrics related to lead generation can be grouped, ensuring a smooth flow of information.

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With a proven track record, we transform raw data into insightful, interactive, and user-friendly reports. Our solutions simplify complex data landscapes and provide actionable insights, enabling businesses to make informed decisions, optimize processes, and drive growth.

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Errin OConnor

Errin OConnor

With over 25 years of experience in Information Technology and Management Consulting, Errin O’Connor has led hundreds of large-scale enterprise implementations from Business Intelligence, Power BI, Office 365, SharePoint, Exchange, IT Security, Azure and Hybrid Cloud efforts for over 165 Fortune 500 companies.

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