How do you simplify BI reports without losing important details?

Business intelligence (BI) reports are essential for delivering insights and recommendations to stakeholders, but they can also be overwhelming and confusing if they are too complex or cluttered. How do you simplify BI reports without losing important details? Here are some tips to help you create clear, concise, and effective BI reports.

1 Know your audience

The first step to simplifying BI reports is to understand who you are writing for and what they need to know. Different audiences may have different levels of familiarity with BI concepts, data sources, and metrics, as well as different expectations and preferences for how the information is presented. Tailor your BI reports to suit your audience's needs and goals, and avoid using jargon, acronyms, or technical terms that they may not understand.

Add your perspective

Muzammil Khan

Information Security & IT Professional | Director/GM IT | MS IS
Report contribution
An organization may have different departments responsible for specific tasks. For example HR, Accounts, Finance, IT, etc. Each department deals with respective data and processes. Therefore, it would be appropriate that BI reports are tailored to specific needs of the department, i.e, need-to-know principle may be applied.

Like

2 Focus on the main message

The second step to simplifying BI reports is to identify and highlight the main message or takeaway that you want to convey. This could be a key finding, a recommendation, a trend, or a comparison. Use a clear and catchy title, a summary, or a headline to capture the attention of your readers and communicate the main message. Then, use the rest of the report to support and explain the main message with relevant data and analysis.

Add your perspective

Muzammil Khan

Information Security & IT Professional | Director/GM IT | MS IS
Report contribution
Each department should have defined KPIs which measure the performance. Therefore, BI reports should generally cater the progress on KPIs as well. Comparison of historical data and future predictions based on current data of a KPI may well explain the progress.

Like

3 Use visuals wisely

The third step to simplifying BI reports is to use visuals such as charts, graphs, tables, or diagrams to illustrate and enhance your data and analysis. Visuals can help you show patterns, relationships, proportions, or changes over time in a way that words alone cannot. However, visuals can also be distracting or misleading if they are not well-designed, aligned, or labeled. Choose the right type of visual for your data and message, use consistent colors and fonts, and include captions, legends, and axes to make your visuals easy to understand.

Add your perspective

Sequoah Lloyd, MCP, MCSA, LSSGB 📊🧬

⚠️WARNING AHEAD: Data is my “LIFE”. | 10+ Yrs Exp.| Data Analytics📈| RPA | Sr. Consultant | Power BI Expert📊| Sr. BI Developer | M365 | Power Platform🛜| Educator | Sourcer | Tax Preparer | Resume Writer | Entrepreneur
Report contribution
Simplifying BI reports while retaining important details involves focusing on key metrics, using visualizations effectively, and removing unnecessary elements. Prioritize essential insights and use clear charts or graphs to convey information succinctly. Consider your audience's needs and eliminate redundant or less relevant data to create a streamlined and impactful report.

Like

4 Reduce clutter and noise

The fourth step to simplifying BI reports is to reduce clutter and noise that may obscure or dilute your message. Clutter and noise can come from too many data points, too many visuals, too much text, or too many formatting elements. To reduce clutter and noise, use filters, aggregations, or calculations to show only the most relevant and important data, limit the number and size of visuals, use bullet points or short sentences to convey key points, and use white space, headings, and subheadings to organize your report.

Add your perspective

5 Test and refine

The fifth step to simplifying BI reports is to test and refine your report before you share it with your audience. Testing and refining your report can help you check for accuracy, clarity, consistency, and readability. You can test your report by reviewing it yourself, asking a colleague or a friend for feedback, or using a tool or a checklist to evaluate it. You can refine your report by making adjustments, corrections, or improvements based on your testing results.

Add your perspective

6 Simplify without oversimplifying

The sixth and final step to simplifying BI reports is to balance simplicity and complexity. Simplicity does not mean oversimplifying or omitting important details that may affect the validity, reliability, or relevance of your report. Simplicity means presenting your data and analysis in a way that is easy to comprehend, interpret, and act upon. To simplify without oversimplifying, you need to use your judgment, experience, and knowledge to decide what to include, what to exclude, and how to present your report.

Add your perspective

7 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?

Add your perspective

Ashwini Kumar

Analytics & Data Science Leader | Mobility, Media, Sports & Retail | Business Strategy ▶️ Data Strategy | Dad | Conscious Parenting
Report contribution
The core objective of applied BI reports is to make it simple. Observe and extrapolate (using domain knowledge and industry/ company focus) questions and insights needed by your end stakeholder and then design simple visualization, tables, statements to convey. Use a balanced mix which can be learnt iteratively and from other publicly available reports.

Like

How do you simplify BI reports without losing important details?

1

2

3

4

5

6

7

1 Know your audience

2 Focus on the main message

3 Use visuals wisely

4 Reduce clutter and noise

5 Test and refine

6 Simplify without oversimplifying

7 Here’s what else to consider

Business Intelligence

Rate this article

Thanks for your feedback

More articles on Business Intelligence

More relevant reading

How do you simplify BI reports without losing important details?

1

2

3

4

5

6

7

1 Know your audience

2 Focus on the main message

3 Use visuals wisely

4 Reduce clutter and noise

5 Test and refine

6 Simplify without oversimplifying

7 Here’s what else to consider

Business Intelligence

Rate this article

Thanks for your feedback

Explore Other Skills