Problem Statement

Our organizational development team reached out to us to see how we could help them design and develop standards and templates for internal project pages. Until now, any time an intranet page was created for an internal project, the pages were created in an ad hoc manner with no content or design guidelines. As our organization is starting an organization-wide major project in Oct 2023- a core conversion- we wanted to make sure all employees have access to the info they need, when they need it. We also wanted to make sure it was easy for employees to find the most up to date information.

Employees often have trouble finding up to date information for current and past projects. Project pages are often inconsistent from project to project, leading to both confusion about what should be included as well as where to find the most reliable information. This all leads to confused and frustrated project team members and project leaders have to field many questions.

Role & Team

Our team consisted of 4 people- 2 UX designers and 2 members of our organizational development team. My role was the lead UX designer and researcher.

Goals

• Project goal to improve findability of the right information in the right place for employees, reduce complexity of content structure and simplify user experience.

• Corporate goal to set up all project teams for success by having unified project resource pages for all projects.

Discovery & Research

During the discovery and research phase, we conducted interviews with employees and project leaders, mapped tasks, and reviewed existing project pages. This research gave us some areas to focus on for the IA and content. The team also conducted an initial A/B test to validate top tasks. These findings heavily informed the content audit and new information architecture of the project pages.

Design

Once the research, content audit, and IA were completed, I created a content model and wireframes. We had a few rounds of iteration with the organizational development team.

I was then responsible for translating the wireframes into Sharepoint pages.

KPIs & Impact

Because we just launched the new project pages, we have to wait for feedback and time to assess the impact. To help track feedback and the pages success, I designed a form for all questions that employees could not find answers to in the pages as well as a general feedback form for the pages- both forms will help us establish trends and KPIs.

Employees were given a tour of the project pages at the end of August and the new pages launched the first week of September.

Retrospective

This was a very smooth and quick project! Because the org dev team approached us, we started off with a high level of buy-in from the entire team and they had already done much of the discovery work prior to our first meeting. The research and discovery I conducted helped us go a bit deeper and also validate design ideas.

• If we had a little more time, I would have liked to run a few usability tests with our prototype prior to launching.

• Now we wait and see what feedback we receive. We will also revisit usability tests in a few months.

Deliverables: Sharepoint pages

Role: UX Designer & Researcher

When: May- Sept 2023

Tools: Figma, Userlytics, Sharepoint