Staff Portal Development
User Research - Development 2021 - 2023
Overview & Background
Fairholme College is a prestigious educational institution known for its commitment to providing high-quality education and fostering holistic development in students. The primary goal of the staff portal redesign project was to enhance the user experience by making it more intuitive, accessible, and responsive to the needs of staff and teachers. This overhaul aimed to streamline academic and administrative processes, thereby improving overall engagement and efficiency within the school community.
The staff portal is a digital platform that helps employees access company information, communicate with parents, and collaborate efficiently, all in one place. It enhances the employee experience by providing easy access to resources and tools. I started this project inspired by solving the problem of disparate systems and scattered information, aiming to streamline processes and improve productivity across the organisation.
Objective
Enhance User Experience: improving the portal's organisation and navigation reducing information clutter for a more intuitive experience. Improve user interface and experience with existing software applications. Streamline Collaboration at the College and the departments. Increase Productivity, Reduce User Frustration, and Clear and Effective Communication.
Problem
The purpose of the Fairholme College staff portal redesign project was to address several key issues with the existing portal, such as outdated interface design and complex navigation. The project aimed to solve these problems by creating a more user-friendly, modern, and responsive portal that would better serve the needs of all stakeholders. By improving the portal's functionality and ease of use, the project sought to enhance communication, streamline academic and administrative processes, and ultimately improve the overall user experience.
Research
User & Audience
The primary users of the redesigned Fairholme College staff portal included teachers and administrative staff. Specific personas were created to ensure the redesign met the unique needs of each group:
Teachers: Teachers needed efficient tools for managing class schedules, posting assignments, grading, and communicating with both students and parents.
Administrative Staff: Staff members required streamlined processes for handling administrative tasks, document updates, and coordinating school activities.
By addressing the specific needs of these diverse personas, the redesign aimed to create a comprehensive, functional, and engaging portal for all members of the Fairholme College community.
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My Role & Responsibilities
For the Fairholme College staff portal redesign project, I was the main driver, wearing many hats throughout the process. My roles included conducting extensive research to understand user needs, creating and testing prototypes to ensure usability, planning the project timeline and resources, and organising focus groups to gather direct feedback from teachers and staff. I also designed and distributed surveys to collect comprehensive data, ensuring that the redesign was informed by a thorough understanding of the diverse needs of the Fairholme College community.
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Scope & Constraints
The staff portal redesign project faced several unique challenges. I operated under a tight timeline, needing to complete the project before the start of the new academic year to ensure a seamless transition for users. Additionally, with the limited timeframe, I had to carefully manage resources and prioritise key features to deliver the most critical improvements first. The project scope also evolved as we gathered feedback; initial user testing and focus groups revealed additional needs and preferences, leading to iterative design adjustments. Despite these constraints, I maintained a focus on creating a high-quality, user-friendly portal that met the diverse needs of the staff.
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My Process
1. Initial Research and Planning:
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Conducted stakeholder meetings with teachers, and administrative staff to understand their needs and pain points with the existing portal.
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Developed a project plan outlining objectives, timelines, and deliverables.
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Allocated resources and set priorities, focusing on key features due to the limited timeframe.
2. User Research:
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Designed and distributed surveys to gather quantitative data on user experiences and expectations.
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Organised focus groups with representatives from each user group to gain qualitative insights and detailed feedback.
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Analysed the data collected to identify common themes and specific requirements.
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Competitive Research
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User Interviews
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Surveys
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User Flow Chart
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Personas
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User Journeys
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Focus Groups
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I employed a comprehensive approach to gather data and determine the needs of various departments. Our methodology included engaging in direct conversations with different departments to understand their specific requirements. Through face-to-face interviews, we had the opportunity to delve deeply into their preferences and pain points.
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Additionally, I organised focused group discussions and card-sorting exercises, enabling us to facilitate dynamic exchanges of ideas among staff members. To ensure a well-rounded perspective, we also distributed surveys that allowed individuals to provide feedback anonymously. This multipronged approach enabled us to collect a wealth of insights and opinions, helping us to shape a solution that aligns seamlessly with the diverse needs of our organisation.
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3. Prototyping and Design:
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Low-fidelity prototypes to map out the new portal's structure and functionality.
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Iteratively developed high-fidelity prototypes based on initial feedback, ensuring alignment with user needs and project goals.
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Conducted usability testing sessions with select users to refine the design and address any usability issues.
4. Development:
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Developed to implement the design, ensuring a responsive and intuitive interface.
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Regularly reviewed progress against milestones, making adjustments as needed to stay on track with the timeline.
5. Quality Assurance:
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Performed thorough testing, including functional, usability, and performance tests, to identify and fix any issues.
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Ensured compatibility across different devices and browsers, providing a consistent experience for all users.
6. Launch and Training:
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Developed training materials and conducted workshops to help users transition to the new portal.
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Launched the portal in phases, starting with a pilot group to gather initial feedback and make final adjustments.
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Rolled out the portal to the entire Fairholme College community, providing ongoing support and addressing any post-launch issues.
7. Post-Launch Evaluation:
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Collected user feedback through surveys and monitoring portal usage to assess the success of the redesign.
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Conducted follow-up meetings with stakeholders to discuss any further improvements or additional features needed.
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Documented the entire process and outcomes for future reference and continuous improvement.
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Ideation
During the initial stages of staff portal development, my primary objective was to create a user-friendly interface that provided effortless access to crucial information related to different sub-schools.
However, the initial mock-up revealed challenges and a lack of user-friendliness across all staff members. Through user interviews and usability testing, I identified significant hurdles users were facing, including frustration due to information overload and complex navigation. To address these issues, I revamped the portal's design by implementing a task-oriented architecture, which proved to be a more intuitive approach for all staff members. By breaking down sub-schools into smaller components and reorganising them into individual tasks and processes, I aimed to enhance the overall user experience and create a more user-friendly and intuitive interface.
Findings
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Information loss – too much information to process; users felt overwhelmed.
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Increased cognitive load of the users.
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Ineffective Communication – Communication break down with not well-organised information.
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Cluttered User interface – Navigation is difficult, users struggle to find what they need.
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User disengagement – frustration caused users to disengage with the platform, reducing user satisfaction.
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What I Learned, Outcomes, and Lessons Learned in Doing a Redesign
What I Learned:
1. User-Centric Approach: Prioritising user needs and preferences is crucial for the success of any redesign project. By conducting thorough research and involving stakeholders throughout the process, I gained valuable insights into what users truly value and expect from the product.
2. Iterative Design Process: Embracing an iterative design approach allowed me to continuously refine and improve the portal based on user feedback. This approach not only ensured that the final product met user expectations but also minimised the risk of costly redesigns later in the project.
3. Effective Communication: Clear and consistent communication with stakeholders was essential for keeping the project on track. Regular updates, progress reports, and transparent decision-making processes facilitated collaboration and ensured alignment with project goals.
Outcomes:
1. Improved User Experience: The redesigned staff portal resulted in a significantly improved user experience for teachers and administrative staff. Intuitive navigation, streamlined processes, and enhanced features contributed to increased engagement and satisfaction among users.
2. Enhanced Efficiency: The new portal streamlined administrative processes, saving time and effort for users. Features such as simplified access to information, and a simplified communication tool integrated with the Fairholme app improved overall efficiency within the school community.
3. Positive Feedback: Feedback from users following the launch of the redesigned portal was overwhelmingly positive. Users appreciated the modern design, intuitive navigation, and improved functionality, highlighting its effectiveness in meeting their needs and expectations.
Lessons Learned:
1. Flexibility and Adaptability: Projects often encounter unexpected challenges or changes in requirements. Being flexible and adaptable allowed me to respond effectively to these challenges, adjust our approach as needed, and ultimately deliver a successful outcome.
2. User Involvement is Key: Involving users early and often throughout the redesign process is crucial for ensuring that the final product meets their needs and expectations. By soliciting feedback and actively involving stakeholders, I was able to create a portal that truly resonated with the Fairholme College staff.
3. Continuous Improvement: The completion of the redesign project does not mark the end of the journey. Continuous evaluation, feedback collection, and iterative improvements are necessary to ensure that the portal remains relevant and effective in meeting the evolving needs of users over time.
In summary, the Fairholme College staff portal redesign project provided valuable insights into the importance of a user-centric approach, iterative design process, effective communication, and continuous improvement in achieving successful outcomes.
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Outcome
Current Benchmark for Staff Portal
An earlier version 2021 Staff portal overall satisfaction was 2.5 stars
Now overall satisfaction is 4.48 stars.
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