CONTEXT

As the UX designer working alongside a lead designer, I collaborated with Search Institute to develop tools for youth-serving organizations in social capital management. I designed 2 key features from concept to implementation, attending client meetings and iterating based on user feedback. These features reduced workflow time from 1 hour to 5 minutes, cut user errors by 90%, and delivered an estimated annual savings of $80k, significantly enhancing efficiency and collaboration for users managing youth opportunities."

SCOPE

Solo designer working with 1 design lead, 1 PM and 4 Engineers

TEAM

Led the end-to-end design of two major features and oversaw the staging of the whole web tool

TIMELINE

May - September, 2024

OVERVIEW

The Goal

Build a SaaS platform to educate and equip youth-serving organizations with tools to improve youth support, while generating revenue through subscription services

Constraints

With a 5-month deadline, we worked with a research-focused client, prioritizing content design, usability, and accessibility standards

The Solution

Take the Journey

A structured four-step process for building and utilizing social capital to support youth, starting with preparation, followed by survey implementation, reflection on data, and culminating in actionable plans.

Distribute the Survey

The survey feature enables organizations to track surveys, offering detailed participant management and clear guidance to ensure successful survey execution.

Collaborate on the Plan

Action plan creation enables organizations to collaboratively develop goals, measure progress, and systematically implement and refine strategies to support youth development.

PROBLEM 1

Survey management was manual and chaotic

The first pain point the client highlighted was the disorganized survey management. I dove deeper into understanding the root causes, explored their current process, and clarified their expectations for a future feature.

After gathering requirements from client meeting, I then crafted user stories & functional requirements to address these pain points for team alignment

DESIGN EXPLORATION 1

1. Automate the tracking process

I explored two options for tracking survey responses. Option 1 offers simplicity by showing only the total number of responses but lacks clarity on distribution methods. The team landed on Option 2, which provides more detail, breaking down responses via email and link, giving better tracking for users managing multiple distribution methods.

2. Incorporate CSV Upload

Through user interviews, I discovered that teachers often already have a list of students for surveys that they have developed in their organisation. Instead of requiring manual data entry, the CSV upload feature allows them to easily incorporate and edit participant information in bulk. This not only simplifies the process for users but also saves development time by reducing the need for complex editing functionalities.

PROBLEM 2

Team collaboration was fragmented and inefficient

After distributing the survey and analyzing the insights from the results, staff face challenges in collaboratively creating an action plan due to disjointed communication and difficulties in tracking updates, leading to wasted time, duplicated efforts, and the risk of missing deadlines.

DESIGN EXPLORATION 2

Fragmented Communication

Challenge 1: define access levels

To unify fragmented communication, we need to implement a centralized platform where team members can collaborate and provide input at their own pace. The first challenge for this platform is defining access levels, ensuring the right people have the appropriate permissions for managing and viewing organisational plans.

Then from a design perspective, I created different states and screens tailored to each role for team review.

Challenge 2: organisational sharing UI design

Only Admins can share an Action Plan with the whole organization. I designed two options: Option 1 with a checkbox for quick toggling, and Option 2 with a prominent "All Can View" button. I chose Option 1 because the checkbox feels simpler and lightweight, aligning with the fact that no changes occur until "Save" is clicked, reducing cognitive load for minimal mental effort.

Difficulty Tracking Progress

Design Solution 1: give structured layout

A structured, guided format for action planning replaced their previous open-ended document approach, providing users with clearer steps for plan creation. By collaborating closely with researchers and content designers, I refined the design from a low-fidelity wireframe to a final product that better guided users through each step of the process.

Design Solution 2: visual cue for progress

A clear layout boosts plan completion rates, while adding a progress bar motivates users by creating a sense of accomplishment. The "last updated by" feature adds a subtle layer of peer pressure, encouraging accountability by highlighting team members' contributions. Together, these elements—progress tracking and social reinforcement—help make the experience more goal-oriented and promote consistent follow-through.

BEYOND SCOPE

Design system building and maintain

REFLECTION

Think about edge/error states

By addressing edge cases early in the design process, we minimized costly revisions and reduced communication between teams. This proactive approach streamlined development and improved the product’s usability, demonstrating how thoughtful design can directly impact business efficiency and reduce overall project costs.

Creating an Enterprise Tool to Revolutionize Survey Management and Drive Efficiency in EdTech