Optimise Tiered Meetings For Your Site with A Custom Meeting Dashboard
An effective visual management board is a vital tool for effective Tiered Meetings. A well planned board provides a quick visual of areas not on target as well as the status of open actions. Dataworks offers a customisable Tier 2 Meeting Dashboard, implemented in Power BI. It’s flexible enough to be used out of the box with an easy mechanism to add new KPIs and processes. This Dashboard has been designed specifically for a Tier 2 morning meetings in close collaboration with a reference site. The result is a Dashboard that addresses real-life customer pain points and constraints.
Customer Pain Points
Our reference customer, a MedTech manufacturer, wanted to address three main problems:
Poor Meeting Effectiveness
Approximately 25 A4 pages were reviewed in each meeting. Each page was a mix of charts and styles. The lack of consistency slowed the meeting down. The paper-based approach also made it impossible to quickly dig into problem areas and check the data.
Poor Action Item Visibility
Action items were written down by the meeting organiser and by the Assigned person. The group didn’t have good visibility into the status of open action items. Actions were not stored electronically leading to an inability to analyse or notice re-occurring issues
High Meeting Preparation Effort For Process Leads
The existing visual management board for the Tier 2 morning meeting was not efficient. Up to eight Process Leads printed their KPI visuals onto A4 pages and stuck them on a large whiteboard. The manual collection, preparation and printing of the KPI sheets was very time consuming.
High Meeting Preparation Effort For Organiser
In addition to this effort, the meeting organiser spent time “chasing people down” to make sure that they had their KPIs ready for the meeting. All in all, it was a considerable amount of non-value add work.
The Solution
Our OpExWorks suite includes a Tiered Meeting Dashboard implemented using Power BI. It is presented on a large, interactive monitor addresses all four issues. Dataworks worked closely with the reference site during development to get the details right.
Significantly Improve Meeting Effectiveness
A +QDCI visual provides the high level “3 second” view across all processes daily with a Green/Red traffic light system quickly highlighting issues. In the case of a “red” on the 3 second view, the organiser can drill into the 10 second view for that process and check which KPIs is off target for Today, WTD and MTD. In the case of a “red” on the 10 second view, the organiser can switch to the 20 second view for a KPI. This provides a more detailed historical record and data breakdown. Dashboard format is identical across each process and a limited set of simple visual “building blocks” promote quick reading. Historical data is retained for a duration decided by the user.
Meeting Follow-up
A built-in action tracker is used to capture and track decisions.
Preparation Time For Process Leads
The Dashboard is automatically generated with minimum of manual intervention. Tier 2 meetings typically review KPIs from a wide range of sources. In many cases, this will include a mix of databases, exports to Excel files and manually created Excel data. This Dashboard can support all type of sources. However, our reference site relied heavily on Excel data both manually entered and exported so it was important to optimise it to handle Excel efficiently. Users update an Excel file on a Sharepoint folder and the Dashboard data is refreshed automatically on a schedule. Other than ensuring Excel file is up to date, no additional effort is required by Process Leads.
Preparation Time For Meeting Organiser
The Meeting Organiser can now quickly check the Dashboard before the meeting that all data is up to date. If new KPIs are needed, they can in many cases be quickly added by users and do not require any changes to the Power BI report. Training is provided by Dataworks to upskill the user to implement changes independently.
Return On Investment
This Dashboard offers saving significant time and effort and paper. Previously the OpEx Manager was contacting people before the meeting to make sure they had data ready. Now they can see immediately what has been updated and what is outstanding. The Dashboard has also significantly reduced the effort for Process Leads involved in preparing and printing their sheets. However, the most valuable benefit is the quality of morning meeting. It runs faster and provides a consistent insight into each process. They group have full visibility into all action items and an easy way to record new actions. This system was a great example of where “technology” supported the Tiered Meeting process. This Dashboard is suitable for a large, automated site like our reference site. However, the ability of the Dashboard to handle Excel efficiently also makes it a good fit for smaller and less automated sites.
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