How to effectively create data visualizations and reports?

Everyone who runs a company knows very well that the amount of data we aggregate every day is huge. They come from both own resources (e.g. CRM) and external resources (e.g. social media, affiliate networks). They will be a valuable asset for our company only if we can analyse them thoroughly and draw business conclusions from them. Unfortunately, not everyone has an analytical sense and knows how to use the data. Fortunately, new technologies and data analysis systems, such as Power BI, make our everyday work easier!

Data visualization — why is it so important?

Raw data in the form of a sequence of numbers, percentages, and tables do not give a clear and easy-to-understand view of the company’s condition. Only their proper graphics visualization and presentation in reports bring several benefits to each of the company’s departments. Data visualization refers to visual cognitive processes that help to synthesize information more effectively.

The most common forms of data processing and visualization are:

– Infographics,

– Tables,

– Dashboards,

– Graphs.

It is worth choosing a tool for data visualization to facilitate our work and accelerate the data conversion process even with large amounts of data. Among those most frequently used are Excel, Tableau, and Power BI programs. Which one to choose? Excel is most commonly known. However, if you are considering the possibilities of the other two systems, we invite you to read our blog entry — “Power BI or Tableau — business comparison of two systems for data analysis.”

How to visualize data correctly?

– Find the history in your data

So-called data storytelling is a powerful tool, especially in a world that requires hard evidence. Processing raw data and telling stories with their help (e.g., company department development) can attract attention. Therefore, try to find a leitmotif in your data containing the main message.

– Ensure consistent visualization methods

For the recipient to be able to quickly compare successive information presented, stick to a few selected ways of presenting the data. Use one type of graph. This way, the recipient can handle many variables presented differently.

– Words also have meaning

While the most essential thing in visualizing data is the effective presentation of graphs, it is also necessary to adapt the headlines accordingly. For example, a simple “Sales” headline is not enough. Expand this idea to tell a story in your data: “Sales have increased but not sufficiently.” Thanks to this, every recipient will know what the presented information proves.

– Choose the suitable colour scheme

Use different colors to visualize period data. Remember that they should not be too bright. Too much colour palette can divert attention away from critical aspects of the report and “tired” the reader’s eye. Remember also about this, as usual; the audience associates colours. So, don’t use red for “positive” values and green for “negative” values.

Data visualization in Microsoft Power BI

Of course, in addition to following the instructions, it is also advisable to use the appropriate tools. Microsoft Power BI is a proven data analysis and visualization program. It allows you to:

– Aggregating data from many sources and creating clear and interactive graphs on their basis,

– Create custom visualizations to give your reports a unique look, ideally suited to the issue at hand,

– Sharing reports with all persons in the organization and constant access to company data 24 hours a day.

If effective visualization and report creation is a topic you are interested in or an issue you have difficulty with, please contact us. We will happily help you develop clear and valuable reports using Power BI!