Creating smarter decisions by automating manual workflows

Studio 0815

2024

B2B

To protect the client's intellectual property under our non-disclosure agreement, specific details in this case study have been intentionally left out or generalized.

To protect the client's intellectual property under our non-disclosure agreement, specific details in this case study have been intentionally left out or generalized.

We designed a workflow to replace the previous paper-based system used by sociologists inside the Air Force personnel staffing discussions.

This helped sociologists transition from spreadsheets to a digital dashboard, enabling easier, more accurate nominee evaluations.

My Role

Design Team Lead
User Research and testing

Collaboration

Product Managers
Development Team
User Interviews

Timeframe & Tools

6 months

The Problem

Air Force sociologists relied on outdated processes - spreadsheets and printed documents, to evaluate hundreds of officer candidates to positions.

The manual based workflow caused inefficiencies, slow decision making, and lack of teamwork in an already complex staffing process.

Air Force sociologists relied on outdated processes - spreadsheets and printed documents, to evaluate hundreds of officer candidates to positions.

The manual based workflow caused inefficiencies, slow decision making, and lack of teamwork in an already complex staffing process.

Let's do some research

Let's do some research

Let's do some research

We started by interviewing Air Force sociologists to understand their workflow, pain points, and ideal solutions. Moreover, we gathered input from the stakeholders to ensure we are aligned.

What did we find?

We consolidated the data we learned into these pain points:

To better understand our role here, let's take a look at where the flow is located in the current system's information hierarchy tree. (click to see more)

We consolidated the data we learned into these pain points:

Data is analyzed from printed surveys that no one likes to fill*

Data is analyzed from printed surveys that no one likes to fill*

Data is analyzed from printed surveys that no one likes to fill*

Most of the sociologists are frustrated from the amount of manual work compared to others

Most of the sociologists are frustrated from the amount of manual work compared to others

Most of the sociologists are frustrated from the amount of manual work compared to others

Communication between sociologists is important but hard to achieve

Communication between sociologists is important but hard to achieve

Communication between sociologists is important but hard to achieve

Comparing candidates takes a lot of time because of how the data is presented

Comparing candidates takes a lot of time because of how the data is presented

Comparing candidates takes a lot of time because of how the data is presented

*Later on, I offered to create a solution for that problem as well, ask me to learn more

So the problem was broken down to these challenges:

Manual Work

The new flow needed to turn inefficient manual analysis of nominee data into a digital form that works effectively.

Manual Work

The new flow needed to turn inefficient manual analysis of nominee data into a digital form that works effectively.

Difficulty Comparing Scores

Comparing candidates and scores should be easy in order to make the best data-driven decision.

Difficulty Comparing Scores

Comparing candidates and scores should be easy in order to make the best data-driven decision.

Disconnected Communication

Replacing scattered communication with a real time comment sharing feature, allowing multiple Sociologists to work efficiently.

Disconnected Communication

Replacing scattered communication with a real time comment sharing feature, allowing multiple Sociologists to work efficiently.

The Goal: We aimed to create a digital system that enables sociologists to efficiently analyze data, work together smoothly, and make data driven decisions be effortless so that the sociologists can focus on what is really important.

In this case study, I will detail my thought process and the steps I took to transform these challenges into a functioning flow, demonstrating the approach and solutions. Thank you for reading.

In this case study, I will detail my thought process and the steps I took to transform these challenges into a functioning flow, demonstrating the approach and solutions. Thank you for reading.

In this case study, I will detail my thought process and the steps I took to transform these challenges into a functioning flow, demonstrating the approach and solutions. Thank you for reading.

Let's talk about the users

Let's talk about the users

Sociologists

Aged 28-52, with backgrounds in sociology or psychology, they evaluate personnel, analyze sociometry scores, compare candidates, efficiently communicate insights during discussions, and provide their recommendations.

Data Overload | Manual Work | Time Pressure

Data Overload | Manual Work | Time Pressure

Data Overload | Manual Work | Pressure

Officers

Aged 24-42, trained in leadership and operational skills, officers are evaluated based on performance and suitability for roles. While their data is central to the evaluation process, they are not the primary users of the system.

Desktop | Uncertainty | Under Review

Desktop | Uncertainty | Under Review

Desktop | Uncertainty | Under Review

TLDR: The Sociologists need to reduce time on repetitive tasks, the officers need transparency.

Where does this flow take place?

To better understand our role here, let's take a look at where the flow is located in the current system's information hierarchy tree.

To better understand our role here, let's take a look at where the flow is located in the current system's information hierarchy tree. (click to see more)

To better understand our role here, let's take a look at where the flow is located in the current system's information hierarchy tree.

All Candidates view vs. Profile View

All Candidates view vs. Profile View

Tasks Analysis

Based on interviews we conducted with the sociologists, we mapped their current actions and designed a user flow for the updated interface. Focusing on these main points:

View Scores and Graphs

Enable the sociologists to load different graphs, charts and scores to the candidate's personal file into one place.

Compare and Evaluate

Compare scores and feedbacks to better understand the relevancy of the candidate to the position and make an evaluation.

Commenting Network

Different sociologists work on different candidates and there must be a commenting network so they can work in a shared place.

User Flow Chart

User Flow. Feel free to scroll around

On to the sketches

On to the sketches

With the navigation and taxonomy established, we moved on to sketching key layouts and components, prioritizing quick, simple ideas to refine in later stages

Wireframes

Transitioning from sketches and workflow concepts to digital screens became straightforward once we understood the system's taxonomy and the sociologists' tasks at each step

Candidate Card

All Candidates

Main Work Screen

Viewing candidate graphs

Notes & Comments

Candidate Card

All Candidates

Main Work Screen

Viewing candidate graphs

Notes & Comments

1

2

3

4

All Candidates

1

Candidate Name & Details

2

Main Work Screen

3

Notes & Comments

4

Look and Feel

Brainstorming on the iterations and receiving feedback from the team, we moved on to design the Look and Feel.
Prototype and more screens are available by request.

All candidates in the upcoming discussion and the positions they are competing for

Candidate profile page, selecting which sociometry score is relevant

Loading different scores, written feedback and more

Viewing candidate skills in a spider chart by years and positions

3 Graph View, allows for quick comparison of different scores and data

Communication through comments and notes

Naturally after providing the high fidelity mockups, it was time to validate the solutions we offered

Setting testing KPIs

Comparison

User will be able to navigate to comparison mode, compare candidates successfully and easily, write comments and make decisions under allotted time.

Find & Sort

User will be able to find and sort a candidate and a position, understanding who is nominated under specific time frame.

Apart from creating the test setting, flow and questions, we also checked usability using the traditional methods (using SUS).

Findings

Participants' scores, using our workflow, were compared to their performance in the current system. Needless to say, they blasted it. Changes were made with the feedback we received.

(Higher score is bad)

(Higher score is bad)

What now? System is in development today, with continuous improving and monitoring from my team.

In conclusion

Collaborating with civilian sociology professionals on an established, live system to simplify their workflow was both rewarding and fulfilling. I was integrated into the project team, where I had space to share my thoughts and contribute ideas throughout the design process.

Direct communication with developers was crucial - while it was sometimes challenging, our shared commitment to an amazing product allowed us to save time and resources, ultimately delivering a system that met deadlines and, in my view, turned out both functional and beautiful.

Thank you for your time.

Want to hear more? I would love to discuss this project face to face :)

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Thank you for your time.

Want to hear more? I would love to discuss this project face to face :)

Jump Up

Next Project