ABSTRACT: Discover best practices to scale Power BI effectively—improving performance, governance, and self-service across enterprise environments.

Read time: 9 mins.

Power BI has become the go-to tool for many organizations thanks to its ease of use, seamless integration with Microsoft tools, and powerful visualizations. Yet, with widespread adoption comes a new set of challenges. As deployments scale, organizations frequently encounter performance degradation, ambiguity around dataset governance, and inconsistent usage patterns across teams.

These gaps often stem from Power BI's bottom-up adoption pattern. As David Booth pointed out during the webinar hosted by Eckerson Group in partnership with Datalere, “Power BI is powerful enough to solve local problems, which makes it easy for teams to start building. But that ease can create chaos when it scales.”

To move beyond this chaos, organizations need deliberate strategies that turn ad hoc growth into structured scale. Drawing on insights from the webinar, the following practices outline how to stabilize and scale Power BI environments, addressing performance issues, governance gaps, and self-service friction across large enterprises.

1. Start with a Holistic Assessment. Before implementing fixes, organizations need to understand the full picture of their Power BI environment. A holistic assessment helps uncover hidden performance debt, governance breakdowns, and inefficient practices that often go unnoticed. This foundational step is critical to identify patterns that impact scale, such as redundant datasets, unused reports, and excessive workspace sprawl.

Rather than focusing narrowly on errors or slow load times, the goal of this assessment is to establish a comprehensive understanding of the system's architecture, usage patterns, and operational health. Done right, it sets the stage for sustainable improvements.

• Workspace structure: Assess whether workspaces follow a clear convention—structured by department, function, or use case. One retail client had created over 40 regional workspaces without coordination. Each workspace had its own definitions and metrics, resulting in conflicting views of performance.

• Dataset sprawl: Count the number of datasets per report. In one case, over 1,200 datasets were used for just 900 reports, signaling model duplication and governance gaps.

• Refresh history: Analyze refresh schedules and durations to detect bottlenecks. Overlapping schedules often lead to resource contention and failed refreshes.

• Capacity metrics: Use Power BI Premium metrics and built-in admin monitoring tools to evaluate CPU and memory usage, which often reflect underlying inefficiencies in model size and query design.

• Governance evaluation: Review who has access to what, and how permissions are managed. This helps flag potential risks and ensures sensitive data isn’t exposed unintentionally.

If you're unsure where to start, a structured Power BI health check can help uncover blind spots and prioritize next steps. Datalere offers expert-led assessments tailored to your current deployment maturity.

2. Streamline Workspace Design and Power BI Apps. Once key issues have been identified through assessment, the next step is to address workspace design, often the root cause of fragmentation. In Power BI, workspaces serve dual roles: they are both development environments and distribution hubs. But without an organizing principle, they tend to proliferate organically, shaped by team silos or one-off projects.

Fixing this starts with rethinking the structure of workspaces and how content is shared.

A well-designed workspace strategy does the following:

• Separation of concerns: Use dedicated workspaces for semantic models and a different set for reports and dashboards. This ensures the reuse of trusted datasets and promotes consistency across reports. It also simplifies permission management and reduces the likelihood of accidental edits to shared datasets.

• Minimize duplication: Audit for repeated datasets—especially those like “Sales” or “Customer”—which often appear in multiple workspaces with slightly different definitions. Reducing this overlap reinforces a single source of truth and lowers maintenance effort.

• Leverage Apps for distribution: Power BI Apps allow central teams to package reports and dashboards into a clean, branded interface for business users. As David noted during the webinar, “You can shape a user’s experience with Apps, just like a product. It’s where governance meets UX.” Apps also make it easier to manage access and updates at scale without granting build rights to consumers. This helps preserve model integrity while enabling broader access.

3. Simplify Semantic Models for Self-Service. A confusing semantic model often becomes a bottleneck for self-service BI. Users may struggle to locate relevant fields, interpret calculated measures, or trust the dataset. When semantic models are overly complex, they alienate users instead of empowering them. Many teams load full database schemas into Power BI or retain technical field names and structures, assuming business users can interpret them. But self-service BI hinges on approachability.

To make semantic models more usable:

• Adopt a star schema with clear fact and dimension tables. This reduces relationship complexity, supports intuitive slicers, and improves query performance.

• Consolidate KPIs in dedicated measure tables grouped by function (e.g., Sales KPIs, Financial KPIs). This makes them easier to locate and reduces duplicate calculations.

• Use folders to organize columns and measures logically, such as by data domain or report section, so users don’t have to scroll through an endless flat list.

• Hide technical fields like system-generated IDs, surrogate keys, or transformation columns unless explicitly needed. This keeps the field list clean and focused on business-relevant data.

• Format and sort data in ways that match business expectations. For example, use proper date hierarchies, display units in millions or percentages where relevant, and ensure currency fields are region-specific.

A global supply chain client streamlined a cluttered model simply by renaming and grouping over 30 date fields—an update that substantially improved usability and self-service uptake.

4. Consolidate with Golden Semantic Models. Many Power BI environments evolve with one dataset per report, a quick fix that becomes a long-term liability. This practice creates version control issues, duplicate calculations, inconsistent KPIs, and a heavy refresh load across the tenant. Over time, these inefficiencies undermine data trust and strain platform resources.

Golden semantic models provide a more scalable foundation. These are centralized, curated datasets—designed for reuse across business units and governed by data stewards.

To consolidate effectively:

• Inventory and compare datasets across workspaces to identify overlaps. A full scan reveals which datasets repeat logic (e.g., “Sales by Region”) and where duplication wastes effort or causes drift.

• Group and consolidate by domain, such as Finance, Sales, or Operations. Each domain should have a reusable, certified dataset with clear definitions and source logic that serves multiple downstream reports.

• Validate KPIs and measures with SMEs to align logic with business intent. This step prevents resistance during rollout and strengthens stakeholder buy-in.

• Publish in certified workspaces with strict naming conventions, owner documentation, and version history. Certified models signal trust and streamline discovery for report builders.

The benefits are tangible. One healthcare organization reduced over 1,000 fragmented models to just 250 certified semantic datasets—improving adoption, speeding up performance, and reducing governance overhead.

5. Optimize for Performance (Without Turning Power BI into an ETL Tool)

As datasets grow and models become more complex, performance issues are inevitable, especially when Power BI is used for heavy transformations instead of semantic modeling. Users may face long load times, sluggish visuals, or even failed refreshes. These symptoms often indicate that Power BI is being stretched beyond its intended role.

To ensure scalability and responsiveness:

• Push data prep upstream: Move joins, filters, and business rules into SQL views, staging tables, or Power Query dataflows. Reserve Power BI for semantic modeling and lightweight calculations.

• Use Import mode by default for fast interactions. Only use DirectQuery for specific use cases where data latency is critical, and performance trade-offs are acceptable.

• Implement incremental refresh for large fact tables to avoid full-table reloads and reduce processing time.

• Partition fact tables when working with large datasets. This enables targeted refreshes and can dramatically improve refresh reliability.

• Leverage versioned environments using deployment pipelines or PBIP. Managing Dev, QA, and Prod environments reduces risk during rollouts and helps isolate performance regressions.

• Analyze bottlenecks using tools like DAX Studio and Power BI Performance Analyzer. These help identify slow visuals, expensive queries, and unoptimized measures that drag down performance.

As Carlos Bossy emphasized during the webinar, “Power BI is a semantic tool. It’s not built for row-level crunching. Move that work upstream, and your model breathes better.”

Need a second opinion on your Power BI performance issues? Datalere can help identify bottlenecks and recommend optimization strategies tailored to your environment.

6. Monitor, Improve, and Enable. Building a clean semantic model and deploying reports isn’t the finish line—it’s the start of a new lifecycle. Just like any operational system, Power BI environments need ongoing attention to stay useful. Without a post-launch strategy, even the best dashboards can grow stale, performance can drift, and adoption can plateau.

To sustain value:

• Monitor usage metrics: Identify which reports are used most and which can be archived, consolidated, or redesigned to better meet user needs.

• Set up refresh monitoring and alerts: Proactively detect failures or slowdowns before they impact users.

• Conduct periodic model reviews: Ensure calculated measures and logic still reflect the business. Retire or revise stale metrics.

• Offer enablement programs: Design structured learning paths—onboarding, refresher modules, and advanced tracks—to help business users grow their skills.

• Collect feedback regularly: Use embedded forms, quick surveys, or quarterly review sessions to identify friction points and drive continuous improvement.

• Foster internal communities: Empower power users to lead peer-to-peer enablement, creating champions who help scale data fluency across teams.

As David Booth noted during the webinar, self-service isn’t just a design goal—it’s a mindset shift that requires culture, coaching, and constant tuning.

7. Align Modeling Approaches with Business Needs. Different modeling approaches serve different purposes, and choosing the right one is key to supporting both agility and governance. Standardizing everything can slow teams down, while leaving modeling choices to chance creates inconsistencies.

Here’s how organizations typically apply different styles:

• Dimensional models are ideal for enterprise scenarios. Built around star schemas with fact and dimension tables, they enable reusable KPIs, governed access, and strong performance—especially when used as golden semantic models.

• Report-specific models are quick to build and suited for targeted use cases, such as pilots or team-level dashboards. These should be kept in check through regular cleanup cycles to avoid duplication and clutter.

• Virtualized models use composite or thin reporting techniques to reference centralized datasets while layering custom logic. They’re powerful for scaling adoption across business units but require disciplined documentation and refresh planning.

Each of these approaches can play a role in a mature Power BI ecosystem. What matters is using them intentionally, based on the context of the report, the users it serves, and the long-term governance plan.

Consistency, Usability, and Scale. To maximize the benefits of Power BI, organizations must extend their capabilities beyond simply delivering dashboards. That means embedding governance into every step of the lifecycle—from model development to distribution and usage tracking. Consistency and usability don’t happen automatically—they emerge from deliberate architectural choices, rigorous oversight, and team-wide enablement.

The most effective deployments adopt a layered approach—centralizing standards where necessary, empowering business teams with trusted models, and supporting them through active training and community engagement. With the right architecture and ongoing investment, Power BI can evolve from a quick-win tool into a strategic enterprise platform.

If you're exploring how to optimize your Power BI environment, Datalere works closely with enterprise BI teams to modernize architecture, consolidate datasets, and enhance adoption. You can schedule an introductory call with one of our experts to discuss your current setup.