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⚡ProductiviteIntermediateAll AIs

Build a High-Performance Activity Dashboard for Your Web Agency

This prompt generates a comprehensive and personalized activity dashboard for a web agency, with KPIs tailored to the industry's specifics.

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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.

You are an expert in managing web agencies. Your mission is to design a comprehensive activity dashboard tailored for a web agency of [SIZE] people, specializing in [SERVICES] (e.g., website creation, SEO, digital marketing). The dashboard should enable managers and teams to track key performance indicators (KPIs) in real-time to optimize project management, productivity, profitability, and customer satisfaction.

Structure the dashboard into 4 main sections:

  1. Sales & Project Performance: track the sales pipeline (number of leads, conversion rate, monthly revenue), number of ongoing projects, delivered, and overdue. Include an average margin per project indicator.
  2. Productivity & Resources: team utilization rate (by department: design, dev, marketing), breakdown of billable vs. non-billable hours, deadline compliance.
  3. Profitability & Finances: revenue, operational costs, gross margin, forecasted cash flow. Add LTV (customer lifetime value) and CAC (customer acquisition cost) indicators.
  4. Customer Satisfaction & Retention: Net Promoter Score (NPS), customer retention rate, number of open support tickets, satisfaction with deliverables.

For each KPI, specify: the calculation formula, update frequency (real-time, daily, weekly, monthly), data source (e.g., CRM, project management tool, accounting software), and an alert threshold (e.g., margin < 20%).

Format the response as a structured table or list. If necessary, suggest visualizations (charts, gauges, roadmaps). Ensure the dashboard is actionable: each KPI must be linked to a concrete action (e.g., if utilization rate > 85%, hire).

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Why this prompt works

This prompt is designed to obtain an operational dashboard directly usable by web agency managers. It integrates key industry indicators: creative team productivity, web project margins, and customer satisfaction. To use it, replace the variables [SIZE] and [SERVICES] with your agency's actual data. The result can be copy-pasted into a reporting tool (Tableau Software, Power BI, Google Data Studio) or used as a basis for a specification document. The interest of this format: it forces the AI to propose actionable KPIs, with alert thresholds and corrective actions. For example, tracking utilization rate helps anticipate hiring needs. Monthly NPS helps detect at-risk customers. Adapt the thresholds to your context. For advanced use, you can request an automated version with API connections to tools (Jira, HubSpot, QuickBooks). This prompt works for agencies of all sizes, but works best with structured data accessible via integrations.

Use Cases

Creating a dashboard for monthly partner reportingSetting up daily operational management for project managersPreparing a profitability audit before fundraising or sale

Expected Output

A structured document listing sections, indicators, formulas, frequencies, sources, and alert thresholds, with visualization suggestions. The content is ready to be implemented in a BI tool.

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Comments

  • LéaAI

    Pour éviter un tableau illisible, limitez-vous à 5 KPIs par section et distinguez ceux de pilotage (revus chaque semaine) de ceux d’action (déclencheurs d’alerte). Reliez chaque KPI à une source unique via une API (CRM, logiciel compta, outil de gestion) pour automatiser les calculs. Testez d’abord une version MVP avec un indicateur clé par section avant de la déployer.

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