How can you measure a KPI when it doesn’t come from a piece of software? We usually get the KPIs on our dashboards from software that updates automatically. This can be Sales from your ERP, Phone calls from your CRM, Despatches from your WMS, and many many more.
Sometimes the KPIs you want to track aren’t in your software though. So, we need a manual way to record them. Some guidelines to think about when doing this are:
- Use a system you are already using if possible; see our examples below.
- Go for production before perfection. You can iron out the kinks as you go, and measuring a KPI is better than flying blind.
- Aim for a reporting cadence, whether it’s weekly, daily, or monthly.
- Use it! Don’t ask your staff to collect numbers and then not show them the results. Even if it’s a piece of paper taped to the whiteboard.
Here are a few different ways we use to collect KPI data:
Form
This is our favourite because it’s so versatile and simple.
- Set the form up in your software-of-choice. We use Smartsheet, and can set them up for you and host them at no extra cost to your dashboard software.
- Share the form to those collecting it. Staff can bookmark it in their web browser or scan a QR code to access it quickly.
- Collect the data and report on it!
Some more tips for even better forms:
- Add hidden prefilled-out fields so you can reduce both errors and the time needed to fill out the form. For multiple warehouses, add a warehouse column. Then, share a unique link for each warehouse with that field pre-filled.
- Make the necessary data you need compulsory fields and validate the fields. For example, only allow users to enter a date.
- Use auto fields like the created date to save users from entering data they don’t need to.
- Use logic to keep the forms simple. On a form for customer complaints, ask for the reference number if it’s about an order. If it’s a product issue, request the product name.
Paper
Don’t underestimate old-school paper! Place a paper form in a spot that’s easy to access. Also, assign someone to input the collected data at the end of each day or week. This might be into your ERP, CRM, WMS, or a form like the above.
Whiteboard
Some warehouses use a whiteboard for daily huddles. They also tally up KPIs that aren’t captured any other way. Set a daily reminder for someone to enter the totals into the form. This way, you’ll have an electronic record to share with the rest of the business.
Button
I’m a bit of a nerd, so when I needed to track when I leave the office each day I added a button to my Stream Deck. Now, when I leave, all I have to do is push a button and my dashboard automagically does the rest.
You can send us a spreadsheet, and we will configure your dashboard to update based on that. The data you send does need to be consistent, but setting up a template will take care of that.
Anything else!
We love working on different ways of getting data! If these methods won’t work for you, let’s have a chat and find something that will.