Everyone procrastinates on KPI reporting-why? Because it’s time consuming, tedious and the final product is often uninspiring. Reporting is absolutely necessary for data-driven businesses, but there’s a huge difference between raw data and insights. Putting together a good KPI report that your management team will not only love, but actually look at, doesn’t have to take as long as you think.
How you present information, reports, even opinions, determines how it is received. A good KPI report should be easily accessible, interactive and transformable in under 10 minutes. A great report has all these qualities, in addition to a clear objective presented by key insights telling you exactly how you are performing, and can be communicated effectively to everyone in the organization. This is why knowing how to define your organization's KPIs is so important.
Thankfully, generating KPI reports don’t have to be as painful as they once were. When you track your KPIs on a business dashboard in PowerMetrics, reporting becomes a quick, everyday task that will improve your team’s results and internal communication.
How to present KPIs
Common ways to present KPIs to managers and executives:
- Share an email report with KPIs
- Distribute a PDF that shows KPIs
- Present KPIs using a slide presentation
- Display KPIs on a TV dashboard
- Visualize KPIs using a KPI dashboard
- Share KPIs using mobile reports or dashboards
- Build your own KPIs using dashboard software.
1. Presenting KPIs in an Email Report
According to a recent study by the Center for Creative Leadership, over 80 percent of executives and managers use a smartphone for work. Email reporting is unique because it makes a KPI report widely accessible across devices such as smartphone, tablet and desktop.
You can email a KPI report in mobile friendly formats such as PDFs or embedded images. A key benefit of email reporting is that users don’t need to download an external application to access KPI data, and visualizations appear in email reporting the exact same as on a business dashboard.
Automatically email a KPI presentation
If you set up scheduled email reporting, you can create a habit of regularly checking emails for status updates within your team and management. Email is the most common KPI report communication channel. Connecting your business dashboard to email maintains the channel’s easy accessibility and intuitive functionality. It also decreases the amount of time you spend creating a KPI report, while increasing the amount of time your management spends reading them because frankly, no one has the time to sift through raw data.
Email a KPI report in seconds
Email KPI reporting is also extremely useful for one-time use and on demand KPI sharing. How many times a day does your manager or CMO ask you, “How’s our current marketing campaign performing?” or “What are our lead numbers this month compared to last?” These insights are extremely valuable, and demand immediate attention, but pausing your day to gather data and create these KPI reports takes away from the time that should be spent improving these numbers. Email KPI reporting quickly shares these insights. Learn more about the digital marketing KPIs that your business should be tracking.
2. Make your KPI presentation a PDF
PDFs are a great way to present KPI reports because they maintain a clean and organized format for both web, email and print. PDF format is arguably the best reporting tool for print because it optimizes your KPIs for a physical format based on how they appear on your dashboard.
Users have the ability to adjust the layout, size, height, annotations, quality and style for each KPI report. Formatting is among the most time consuming tasks of creating a KPI presentation because, when done manually, you have to extract the data from its source, then externally create visualizations to communicate key insights. Also, consider adding in some custom custom branding options to capture your executives’ attention.
3. KPI Report Slide Presentation
Presenting KPIs in a slide presentation fosters, not dominates conversation. VirtualSalt suggest that it is always best practice to include as few words as possible in slide presentations. Essentially, it’s about presenting a visually appealing story as opposed to an essay.
A common rule of thumb is 5 words per line and 5 lines per slide. For this reason, images are crucial for a good KPI presentation. Visualizations make it easy for management to quickly understand KPI data while you discuss insights and everyone plans responsive action.
Keep Your KPI Presentation Visual
When presenting KPIs to a group where time is limited, strong visuals keep everyone engaged and on topic. Make note, KPIs are inherently interconnected and must be discussed in relation to one another. Karen n suggests best practice is to not use more than two images per slide if you are including text for best insights, and no more than four to avoid cluttering. If you are choosing to organize your KPI report as individual slides for each KPI, I suggest you make note of it’s relation to other KPIs and the overall business picture to prevent metric isolation.
Keep conversations KPI focused with a business dashboard slide presentation
Incorporating data from KPIs and metrics into presentations adds an important layer of evidence when discussing any aspect of your business. Executives always get inspired when seeing a concise version of their data and discover that they can use it in key decision-making.
After your dashboard-driven KPI presentation, execs will request that you create more data visualizations on topics of interest to them. By sharing the interactive dashboard, you can keep the conversation going and prevent your KPI presentation from withering away in PowerPoint purgatory.
4. Combine Live Links and Wallboards for an easy everyday KPI Report
Dashboards published as live links are ideal for users who use wallboards displaying one dashboard per display, who need to share their dashboard with a broader group within their organization, or who wish to share with external users. Klipfolio users can publish a dashboard (with or without a password) as a shareable link.
Live Links for your client KPI presentation
Live links (published links) make sure everyone has access to their data in an easy way, anytime they want. Live links help everyone get access to their data in an easy way, anytime they want. Live links allow allow as many people as you want to view your KPI dashboard. For organizations that track KPIs for clients, this is especially useful as it streamlines the line of communication.
Foster Teamwork with your KPI Presentation on a Wallboard
Live links mirror KPIs from your business dashboard, which means that they are continuously updated. Allocating time to create dashboards with the KPIs your executives always request in their end of month KPI report will simplify the reporting process and create the habit of monitoring these metrics at all times, not just at end of month for reporting.
Another great aspect of wallboards, they foster teamwork in the workplace. Get everyone in the organization talking about each other's performance. Prompt questions from other departments and get everyone talking.
Using a wallboard to display a dashboard is a great way to keep performance metrics at the forefront of your team's mind. Displaying dashboards on wallboards demonstrates the significance of these KPIs to your entire team, and others within the organization so everyone’s in the know. Salesforce dashboards are popular to display on TVs.
5. Direct KPI Dashboard Access
Make your dashboards accessible to everyone on your team. Users can be added to your Klipfolio account as a admin, editor, or view-only. All of these roles are capable of viewing the dashboard, however each has specific action permissions. The benefit of direct access is that you can set up role-specific dashboards.
Allowing all team members, especially management, access to dashboards is a great way to present KPIs because it allows individuals to access KPI report data at all times without going through the long line of communication to reach the administrator who is juggling a number of other requests. Direct dashboard access is a surefire way to improve communication, and demonstrate the value of your team’s efforts to management, as well as key areas for improvement.
6. Take your data everywhere with a mobile KPI presentation
C-suite executives are often on the road and require quick access to the status of their company. It’s worth noting once more that over 80 percent of executives and managers use a smartphone for work (and the other 20% are lying). Presenting KPIs for management to access on a mobile phone makes it simple for them to quickly access and understand data from anywhere. When everyone in an organization is given access to dashboards, data can be integrated into day to day activities.
Mobile KPI reporting becomes especially important as work-from-home and remote offices become increasingly common. You may not always be on your laptop, but the vast majority of people never forget their smartphone before leaving the house.
Add real data to every conversation with your mobile KPI report
With mobile reporting, KPI data becomes a natural and essential element of any business discussion. How many times have you been in a casual conversation with a colleague about work where you say “I can show you when I get to my computer”? A Mobile KPI report brings a real dimension to these conversation by incorporating KPIs into the conversation, leading to a follow up conversation or even immediate action.
7. Create a KPI presentation with a business dashboard
There is no set time of week, month or year to make a KPI report. The best reporting is done everyday. These 7 KPI presentation methods make reporting an easy daily habit so that organizations are transparent and forward thinking in all aspects of business.
Originally published July 18, 2016, updated Jul, 12 2021