Create a Highly Effective Activity Dashboard for Your Communication Agency
Structured prompt to generate a comprehensive activity dashboard for a communication agency, covering financial management, productivity, client satisfaction, and acquisition.
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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are a digital strategy consultant specialized in steering communication agencies. Your mission: design an activity dashboard for agency directors, project managers, sales and marketing managers. This dashboard must enable real-time monitoring of agency performance, project profitability, team productivity, and client satisfaction.
Dashboard Structure
1. Executive Summary
- Overall revenue ([PERIOD]): amount, change vs. previous period
- Overall gross margin: margin rate, change
- Number of projects in progress / completed / pending
- Resource utilization rate: percentage of team usage
- Net Promoter Score (NPS) or average client satisfaction score
2. Project Profitability
- List of [NUMBER] most/least profitable projects
- Margin per project: cost vs. budget
- Time spent vs. budgeted time per project
- Drift indicator (budget/time) per project
3. Team Productivity
- Task completion rate by [DEPARTMENT]: creative, strategy, production
- Billable vs. non-billable hours per employee
- Deadline adherence: % of projects delivered late
- Number of revisions / client feedback per project
4. Sales Pipeline
- Number of leads inbound/outbound
- Conversion rate (signed quotes / sent quotes)
- Average contract value
- Average sales cycle length
5. Client Satisfaction & Reputation
- Average project rating (1-5)
- Recommendation rate (% of clients willing to recommend)
- Verbatim analysis: positive/negative feedback excerpts
- Recurring vs. new business revenue
6. Visibility & Acquisition
- Agency website traffic
- Bounce rate and average session duration
- Number of backlinks obtained in [PERIOD]
- Newsletter open rate
Expected Format
- A dashboard with 6 blocks (one per section) each containing: key indicator, value, change (green/red arrow), and alert threshold.
- Data should be automatically extractable from a CRM ([CRM_NAME]) and a project management tool ([PM_TOOL_NAME]).
- Use standard color coding: green (good), orange (average), red (critical).
Industry Constraints
- A communication agency sells time and creativity: unbilled hours (sales, admin) must be visible but separated.
- High team turnover: add a mental load indicator (e.g., number of simultaneous tasks per employee).
- Client satisfaction is key: integrate a 'dissatisfied client alert' widget if rating < 3.
Customization
- Adapt metrics according to agency type: [AGENCY_TYPE] (creative, digital, PR, events).
- Allow filtering by [PERIOD] (month, quarter, year) and by [DEPARTMENT].
This prompt must be actionable: indicate calculation formulas for each KPI (e.g., margin = (revenue - cost) / revenue) and recommended data sources.
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Why this prompt works
<p>This prompt is designed to be used with a generative AI to create a custom activity dashboard for a communication agency. You must <strong>replace the variables in [BRACKETS]</strong> with the agency's actual values: [PERIOD] (e.g., 'last 30 days'), [NUMBER] (e.g., '10'), [DEPARTMENT] (e.g., 'creative'), [AGENCY_TYPE] (e.g., 'digital'), [CRM_NAME] (e.g., 'HubSpot'), [PM_TOOL_NAME] (e.g., 'Asana'). The AI will then produce a detailed plan with indicators, formulas, and data sources.</p><p><strong>How to use it:</strong></p><ul><li>Copy the prompt into ChatGPT, Copilot, Gemini, etc.</li><li>Replace the variables with your agency's specific information.</li><li>Ask the AI to generate the full dashboard with formulas and data sources.</li><li>Adjust the level of detail based on your need: strategic or operational view.</li></ul><p><strong>Tips:</strong> For best results, provide the AI with examples of your current metrics and tools. You can also ask for a simplified version for beginners or an advanced version with forecasts. This prompt is compatible with all AI models.</p>
Use Cases
Expected Output
A detailed plan of an activity dashboard for a communication agency, structured in 6 blocks with for each indicator: name, calculation formula, alert threshold, data source, and visual display (color).
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