What are some best practices for updating and sharing your project dashboard with stakeholders?

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A project dashboard is a visual tool that summarizes the status, progress, and key metrics of your project in a clear and concise way. It helps you communicate effectively with your stakeholders, align your team, and monitor your risks and issues. But how do you update and share your project dashboard with stakeholders in a way that ensures relevance, accuracy, and engagement? Here are some best practices to follow.

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Fernando Gamb?a

Partner - Consumer & Retail Sector Leader in Brazil and South America Cluster at KPMG Brazil
Clésio Matos

?? Gerente de Implanta??o | Deployment Manager | DM | PM | PMO | Governan?a | Tecnologias | Telecomunica??es ??
Oseghale Okohue BEngr. Msc. MBA. DBA. Prince2?Practitioner

Accredited NEC4 ECC Project Manager & Snr. P6 Planner | EPICM, Offshore Engineering,Renewable Energy (HVDC & HVAC Power…

1 Define your audience and purpose

Before you create or update your project dashboard, you need to understand who your audience is and what they need to know. Different stakeholders may have different expectations, preferences, and levels of detail. For example, your sponsor may want a high-level overview of the project health, while your team members may want more specific information on tasks and deliverables. You also need to define the purpose of your dashboard, whether it is to inform, persuade, or inspire action. Based on your audience and purpose, you can decide what data to include, how to present it, and how often to update it.

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ANKITA GUPTA

Program & Project Management | Implementation | Professional Services | Customer Success| Sales Ops | CSM | PRINCE2 | Six Sigma-Green Belt | PMP Trained
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Automate data integration to ensure real-time accuracy and tailor dashboard views for different stakeholder groups. Schedule regular review meetings to discuss metrics and trends, providing narrative context alongside visualizations, enabling stakeholders to drill down into details as needed.

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Mohamad Hallak

Senior Project Controls Manager | Project Management | Project Delivery | PMO | Project Planning | Cost & Risk Management
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In my current role as Senior Manager - Implementation, I have a customized Dashboard to suit the needs of diverse stakeholders. For executives, I provided summaries focusing on essential metrics such as budget and milestone achievements.

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Clésio Matos

?? Gerente de Implanta??o | Deployment Manager | DM | PM | PMO | Governan?a | Tecnologias | Telecomunica??es ??
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Identifique o Público-Alvo Mapeie as Partes Interessadas: Liste quem precisa acessar o painel, como a alta gest?o, a equipe do projeto, clientes, patrocinadores e outros departamentos. Entenda as Necessidades de Cada Grupo: Diferentes públicos têm necessidades diferentes. A alta gest?o pode querer um resumo estratégico, enquanto a equipe do projeto precisa de detalhes operacionais. Priorize os Stakeholders: Classifique-os com base na influência e no interesse, e ajuste o conteúdo do painel para atender aos grupos mais críticos.

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2 Choose the right format and tool

Depending on your project complexity, scope, and size, you may need different formats and tools to create and update your project dashboard. Some common formats are tables, charts, graphs, maps, timelines, and gauges. You should choose the format that best suits your data and message, and avoid cluttering your dashboard with unnecessary or redundant elements. You should also choose a tool that is easy to use, compatible with your data sources, and allows you to customize and share your dashboard. Some popular tools are Excel, PowerPoint, Google Sheets, Smartsheet, Tableau, and Power BI.

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Fernando Gamb?a

Partner - Consumer & Retail Sector Leader in Brazil and South America Cluster at KPMG Brazil
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I believe we need at least three formats to communicate project status. One for a daily communication with the team, with the timeline, tables with open points and risks. For current and next steps, you can use Jira cards. The second is the documentation for the weekly status report. A power point presentation consolidating all the management information needed (timeline, next steps, risks, open points, constrains, new assumptions, change requests and etc) to discuss with managers and team leaders. The last one should be the One Page, based on the status report, use to inform and provide information to Steering Committee decisions.

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Clésio Matos

?? Gerente de Implanta??o | Deployment Manager | DM | PM | PMO | Governan?a | Tecnologias | Telecomunica??es ??
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O formato deve ser escolhido com base nas necessidades das partes interessadas e na complexidade dos dados: Painel Resumido (Executivo): Ideal para a alta gest?o, com foco em gráficos de progresso, KPIs principais e indicadores visuais como semáforos (verde, amarelo, vermelho). Exibe um resumo estratégico e resultados importantes. Painel Analítico (Tático): Inclui tabelas detalhadas, relatórios de riscos e tarefas pendentes. Usado por gerentes de projeto e líderes de equipe para análise mais profunda.

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3 Use clear and consistent design principles

A good project dashboard should be clear, consistent, and attractive. You should use design principles such as contrast, alignment, repetition, and proximity to enhance the readability and visual appeal of your dashboard. You should also use consistent colors, fonts, labels, and icons to convey meaning and hierarchy. You should avoid using too many colors, fonts, or effects that may distract or confuse your audience. You should also use legends, titles, and annotations to explain your data and provide context.

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Clésio Matos

?? Gerente de Implanta??o | Deployment Manager | DM | PM | PMO | Governan?a | Tecnologias | Telecomunica??es ??
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Simplicidade e Clareza Evite a Sobrecarga de Informa??o: Mantenha o painel focado nos dados mais relevantes. Use gráficos, indicadores e resumos em vez de textos longos e detalhados. Hierarquia Visual: Organize as informa??es de modo que os dados mais importantes sejam os primeiros a serem vistos. Use tamanhos de fonte, cores e espa?amento para guiar o olhar do usuário.

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Timothy Morgan

I help PMO leaders accomplish more in less time with streamlined processes and portfolio tools | Healthcare IT professional | Hospital information systems expert
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Less is always more when it comes to dashboards. Be thoughtful how to display information. - What colors for the charts? - What info belongs 'above-the-fold' (read: scroll) - Do I need a graph, or would a simple metric suffice? Resist the urge to pack everything into a single view. Most modern tools allow for clickable tiles/widgets, allowing the viewer to drill down. (This is usually preferable to putting more on the top-level view.) Think about what action you're looking to drive--structure the view to support these actions.

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4 Update your dashboard regularly and accurately

Your project dashboard should reflect the current status and progress of your project, not the past or the future. You should update your dashboard regularly and accurately, based on the agreed frequency and schedule with your stakeholders. You should also verify the accuracy and validity of your data sources, and correct any errors or discrepancies. You should also highlight any changes, trends, or issues that may affect your project performance or outcomes.

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Clésio Matos

?? Gerente de Implanta??o | Deployment Manager | DM | PM | PMO | Governan?a | Tecnologias | Telecomunica??es ??
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Estabele?a uma Rotina de Atualiza??es Determine a Frequência de Atualiza??es: Defina horários fixos para atualiza??es, como diariamente, semanalmente ou quinzenalmente, dependendo do ritmo e da criticidade do projeto. Automatize Onde For Possível: Utilize integra??es entre ferramentas para automatizar a coleta e a atualiza??o de dados (por exemplo, conectar Trello, Jira ou outras plataformas a dashboards como Power BI ou Tableau).

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5 Share your dashboard effectively and securely

Your project dashboard is a powerful communication tool that can help you engage and influence your stakeholders. You should share your dashboard effectively and securely, using the appropriate channels and methods. You can share your dashboard via email, web link, presentation, or report, depending on your audience and purpose. You should also consider the security and privacy of your data, and use encryption, password protection, or access control to prevent unauthorized access or misuse. You should also solicit feedback from your stakeholders, and use it to improve your dashboard.

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Clésio Matos

?? Gerente de Implanta??o | Deployment Manager | DM | PM | PMO | Governan?a | Tecnologias | Telecomunica??es ??
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Escolha o Canal de Distribui??o Adequado Plataformas de Colabora??o: Use ferramentas como Microsoft Teams, Slack ou Google Workspace para compartilhar painéis interativos. Essas plataformas permitem fácil acesso e integra??o com ferramentas como Power BI, Trello ou Tableau. Compartilhamento Baseado em Nuvem: Utilize solu??es de armazenamento em nuvem (Google Drive, OneDrive, SharePoint) para hospedar e compartilhar painéis de forma centralizada, facilitando o acesso de múltiplas partes interessadas. Links Compartilháveis e Integrados: Forne?a links para os painéis que podem ser acessados diretamente via navegadores, com controle sobre quem pode visualizar, editar ou comentar.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Oseghale Okohue BEngr. Msc. MBA. DBA. Prince2?Practitioner

Accredited NEC4 ECC Project Manager & Snr. P6 Planner | EPICM, Offshore Engineering,Renewable Energy (HVDC & HVAC Power Cables, Wind, Solar, BESS, Grid Code Compliance (G99, G5/5, P28) & Integration, GIS/AIS Sub-Station)
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Regularly update the project dashboard for renewable energy projects. Emphasize key metrics, milestones, and risks related to feasibility studies and connection applications. Ensure clarity, use visual aids, and tailor information to stakeholders. Schedule consistent, concise updates, fostering transparent communication during onshore and offshore phases, grid connections, and transmission and distribution network developments.

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What are some best practices for updating and sharing your project dashboard with stakeholders?

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1 Define your audience and purpose

2 Choose the right format and tool

3 Use clear and consistent design principles

4 Update your dashboard regularly and accurately

5 Share your dashboard effectively and securely

6 Here’s what else to consider

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