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Building Custom Dashboards for Stakeholders
Different stakeholders need different views of project progress. Executives want high-level status, product managers need feature progress, and clients want delivery timelines. Building custom dashboards tailored to each audience's needs reduces meetings, builds trust, and keeps everyone aligned without information overload.
Understanding Stakeholder Needs
Different Audiences, Different Views
STAKEHOLDER ANALYSIS:
┌─────────────────────────────────────────────────────────────┐
│ WHAT EACH STAKEHOLDER TYPE NEEDS │
├─────────────────────────────────────────────────────────────┤
│ │
│ EXECUTIVES / C-LEVEL: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ││
│ │ Questions they ask: ││
│ │ • "Are we on track for the launch date?" ││
│ │ • "What's blocking progress?" ││
│ │ • "How's the budget looking?" ││
│ │ • "Any risks I should know about?" ││
│ │ ││
│ │ Dashboard needs: ││
│ │ • High-level status (green/yellow/red) ││
│ │ • Key milestone progress ││
│ │ • Budget burndown (if relevant) ││
│ │ • Top 3-5 risks/blockers ││
│ │ ││
│ │ Update frequency: Weekly or bi-weekly ││
│ │ Detail level: Minimal—summary only ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ PRODUCT MANAGERS / OWNERS: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ││
│ │ Questions they ask: ││
│ │ • "Which features are in progress?" ││
│ │ • "What's the velocity trend?" ││
│ │ • "When will feature X be ready?" ││
│ │ • "What's in the next release?" ││
│ │ ││
│ │ Dashboard needs: ││
│ │ • Feature/epic progress breakdown ││
│ │ • Sprint burndown and velocity ││
│ │ • Upcoming releases ││
│ │ • Backlog size and prioritization ││
│ │ ││
│ │ Update frequency: Daily ││
│ │ Detail level: Moderate—feature focus ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ CLIENTS / EXTERNAL STAKEHOLDERS: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ││
│ │ Questions they ask: ││
│ │ • "When will my project be delivered?" ││
│ │ • "What's done so far?" ││
│ │ • "Are there any issues I should know about?" ││
│ │ • "What do you need from me?" ││
│ │ ││
│ │ Dashboard needs: ││
│ │ • Deliverable status ││
│ │ • Timeline/milestone view ││
│ │ • Items awaiting client input ││
│ │ • Recent completions ││
│ │ ││
│ │ Update frequency: Weekly ││
│ │ Detail level: Outcomes only—no internal details ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ DEVELOPMENT TEAM LEADS: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ ││
│ │ Questions they ask: ││
│ │ • "Who's overloaded?" ││
│ │ • "What's blocked?" ││
│ │ • "How's code review queue?" ││
│ │ • "Are we hitting sprint goals?" ││
│ │ ││
│ │ Dashboard needs: ││
│ │ • Team workload distribution ││
│ │ • Blocked items with reasons ││
│ │ • Review/QA queue status ││
│ │ • Sprint health indicators ││
│ │ ││
│ │ Update frequency: Real-time ││
│ │ Detail level: High—task level ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Building Executive Dashboards
High-Level Status Views
EXECUTIVE DASHBOARD:
┌─────────────────────────────────────────────────────────────┐
│ CREATING EXECUTIVE-LEVEL VIEWS │
├─────────────────────────────────────────────────────────────┤
│ │
│ PROJECT STATUS SUMMARY: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Using GitScrum project overview: ││
│ │ ││
│ │ ┌─────────────────────────────────────────────────────┐ ││
│ │ │ PROJECT: Customer Portal Redesign │ ││
│ │ │ Status: 🟡 At Risk │ ││
│ │ │ │ ││
│ │ │ Progress: ████████████░░░░░░░░ 60% │ ││
│ │ │ Target: March 15, 2025 │ ││
│ │ │ Confidence: Medium │ ││
│ │ │ │ ││
│ │ │ Key Metrics: │ ││
│ │ │ • 24 of 40 features complete │ ││
│ │ │ • 3 sprints remaining │ ││
│ │ │ • 2 critical blockers │ ││
│ │ └─────────────────────────────────────────────────────┘ ││
│ │ ││
│ │ How to create: ││
│ │ • Use sprint analytics for progress % ││
│ │ • Filter by epic to count feature completion ││
│ │ • Tag blockers with [critical] label ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ MILESTONE TRACKING: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Display milestones with status: ││
│ │ ││
│ │ Milestones: ││
│ │ ✅ Phase 1: Discovery Complete Dec 1 ││
│ │ ✅ Phase 2: Design Complete Jan 15 ││
│ │ 🔄 Phase 3: Development In Progress (60%) ││
│ │ ⏳ Phase 4: Testing Starts Feb 20 ││
│ │ ⏳ Phase 5: Launch Target Mar 15 ││
│ │ ││
│ │ GitScrum approach: ││
│ │ • Create milestone labels ││
│ │ • Group tasks by milestone ││
│ │ • Calculate completion % per milestone ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ RISK SUMMARY: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Top risks with mitigation status: ││
│ │ ││
│ │ 🔴 High: API dependency delayed 2 weeks ││
│ │ Mitigation: Parallel work stream started ││
│ │ ││
│ │ 🟡 Medium: Design resources constrained ││
│ │ Mitigation: Prioritized critical flows ││
│ │ ││
│ │ 🟢 Low: Third-party integration complexity ││
│ │ Mitigation: Proof of concept complete ││
│ │ ││
│ │ Track in GitScrum: ││
│ │ • Create [risk] label ││
│ │ • Use priority/severity for risk level ││
│ │ • Document mitigation in comments ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Client Dashboards
External Stakeholder Views
CLIENT DASHBOARD:
┌─────────────────────────────────────────────────────────────┐
│ BUILDING CLIENT-FACING VIEWS │
├─────────────────────────────────────────────────────────────┤
│ │
│ USING CLIENTFLOW: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ GitScrum ClientFlow provides: ││
│ │ ││
│ │ Automatic client portal showing: ││
│ │ • Deliverables status ││
│ │ • Items awaiting approval ││
│ │ • Recent completions ││
│ │ • Upcoming work ││
│ │ ││
│ │ Client can: ││
│ │ • View progress without full board access ││
│ │ • Comment on items awaiting their input ││
│ │ • Approve deliverables ││
│ │ • See only what's relevant to them ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ DELIVERABLE TIMELINE: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Simple timeline view for clients: ││
│ │ ││
│ │ Week 1 Week 2 Week 3 Week 4 Week 5 ││
│ │ │ │ │ │ │ ││
│ │ ●─────────● │ │ │ ││
│ │ Homepage design │ │ │ ││
│ │ ●─────────● │ │ ││
│ │ Homepage dev │ │ ││
│ │ ●─────────● │ ││
│ │ Dashboard │ ││
│ │ ●─────────● ││
│ │ Testing ││
│ │ ● ││
│ │ Launch ││
│ │ ││
│ │ Build using: ││
│ │ • Task due dates ││
│ │ • Epic groupings ││
│ │ • Client-friendly labels ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ AWAITING INPUT VIEW: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Show items needing client action: ││
│ │ ││
│ │ 🔔 Awaiting Your Input: ││
│ │ ││
│ │ 1. Homepage design approval ││
│ │ Waiting 3 days │ Review → ││
│ │ ││
│ │ 2. Content for About page ││
│ │ Waiting 1 day │ Provide content → ││
│ │ ││
│ │ 3. Logo file selection ││
│ │ Waiting 5 days │ Choose option → ││
│ │ ││
│ │ Filter in GitScrum: ││
│ │ Label: [awaiting-client] ││
│ │ Column: Client Review ││
│ │ Show: Blocked by client input ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Product Manager Dashboards
Feature-Focused Views
PRODUCT DASHBOARD:
┌─────────────────────────────────────────────────────────────┐
│ CREATING PRODUCT MANAGER VIEWS │
├─────────────────────────────────────────────────────────────┤
│ │
│ FEATURE PROGRESS BREAKDOWN: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Epic/Feature progress by area: ││
│ │ ││
│ │ User Authentication ││
│ │ ████████████████████░░░░░░░░░░ 65% ││
│ │ 13 of 20 stories complete ││
│ │ ││
│ │ Dashboard Module ││
│ │ ██████████████████████░░░░░░░░ 75% ││
│ │ 15 of 20 stories complete ││
│ │ ││
│ │ Reporting Engine ││
│ │ ████████░░░░░░░░░░░░░░░░░░░░░░ 25% ││
│ │ 5 of 20 stories complete ││
│ │ ││
│ │ API Integration ││
│ │ ████████████░░░░░░░░░░░░░░░░░░ 40% ││
│ │ 8 of 20 stories complete ││
│ │ ││
│ │ Build using: ││
│ │ • Epic labels or parent tasks ││
│ │ • Task completion counts ││
│ │ • Story point rollup ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ VELOCITY AND CAPACITY: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Sprint performance view: ││
│ │ ││
│ │ Velocity Trend (Last 6 Sprints): ││
│ │ 32 → 35 → 38 → 36 → 40 → 42 points ││
│ │ Average: 37 points │ Trend: ↗ +5% ││
│ │ ││
│ │ Current Sprint: ││
│ │ • Committed: 40 points ││
│ │ • Completed: 24 points (Day 6 of 10) ││
│ │ • On track: ✅ Yes ││
│ │ ││
│ │ Next Sprint Capacity: ││
│ │ • Available: 38 points (1 PTO day) ││
│ │ • Backlog ready: 52 points ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ RELEASE READINESS: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ What's going in next release: ││
│ │ ││
│ │ Release v2.4 (Target: Feb 28) ││
│ │ ┌─────────────────────────────────────────────────────┐ ││
│ │ │ ✅ User profile editing (Done) │ ││
│ │ │ ✅ Password reset flow (Done) │ ││
│ │ │ 🔄 Dashboard filters (In QA) │ ││
│ │ │ 🔄 Export to CSV (In Progress) │ ││
│ │ │ ⏳ Email notifications (Not Started) │ ││
│ │ └─────────────────────────────────────────────────────┘ ││
│ │ ││
│ │ Release confidence: 🟡 Medium ││
│ │ Risk: Email notifications may slip ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Team Lead Dashboards
Operational Views
TEAM LEAD DASHBOARD:
┌─────────────────────────────────────────────────────────────┐
│ BUILDING TEAM OPERATIONAL VIEWS │
├─────────────────────────────────────────────────────────────┤
│ │
│ WORKLOAD DISTRIBUTION: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Team member capacity view: ││
│ │ ││
│ │ Alex [██████████████████░░] 6 pts assigned ││
│ │ Jordan [████████████████████] 8 pts assigned ⚠️ ││
│ │ Sam [████████░░░░░░░░░░░░] 3 pts assigned ││
│ │ Taylor [████████████░░░░░░░░] 5 pts assigned ││
│ │ Morgan [██████████████░░░░░░] 5 pts assigned ││
│ │ ││
│ │ ⚠️ Jordan at capacity - consider rebalancing ││
│ │ ││
│ │ Filter by: Assignee, Status: In Progress/Ready ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ BLOCKED WORK: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Items currently blocked: ││
│ │ ││
│ │ 🚫 API rate limiting implementation ││
│ │ Reason: Waiting on architecture decision ││
│ │ Blocked: 3 days │ Assigned: Alex ││
│ │ Action needed: Schedule architecture review ││
│ │ ││
│ │ 🚫 Payment integration ││
│ │ Reason: Stripe credentials pending ││
│ │ Blocked: 1 day │ Assigned: Jordan ││
│ │ Action needed: Follow up with finance ││
│ │ ││
│ │ Filter: Label = [blocked] ││
│ │ Sort: Blocked duration (longest first) ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ REVIEW QUEUE: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Items awaiting review: ││
│ │ ││
│ │ Code Review (4 items): ││
│ │ • User search feature (2 days waiting) ││
│ │ • Login refactor (1 day waiting) ││
│ │ • Bug fix #234 (4 hours waiting) ││
│ │ • Dashboard filter (2 hours waiting) ││
│ │ ││
│ │ QA Testing (2 items): ││
│ │ • Export feature (ready for QA) ││
│ │ • Profile editing (ready for QA) ││
│ │ ││
│ │ Filter: Column = Review or QA ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘
Sharing and Access
Making Dashboards Available
DASHBOARD ACCESS:
┌─────────────────────────────────────────────────────────────┐
│ SHARING DASHBOARDS WITH STAKEHOLDERS │
├─────────────────────────────────────────────────────────────┤
│ │
│ SAVED FILTERS: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Create reusable views: ││
│ │ ││
│ │ Save filter: "Executive Status View" ││
│ │ • Columns: All Done this sprint ││
│ │ • Group by: Epic ││
│ │ • Show: Completed tasks only ││
│ │ ││
│ │ Save filter: "Blocked Items" ││
│ │ • Label: [blocked] ││
│ │ • Sort: Days in column (desc) ││
│ │ ││
│ │ Bookmark URLs for quick access ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ SCHEDULED UPDATES: │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Automate dashboard sharing: ││
│ │ ││
│ │ Weekly executive summary: ││
│ │ • Send via Slack/email ││
│ │ • Include: Progress %, blockers, risks ││
│ │ • Audience: Leadership ││
│ │ ││
│ │ Daily team status: ││
│ │ • Post to team channel ││
│ │ • Include: WIP, blocked, completed today ││
│ │ • Audience: Team members ││
│ │ ││
│ │ Use integrations to automate ││
│ └─────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────┘