UX portfolio

UX Case study

Team work of 2

A solution to ease the difficulty faced by the architects in organizing their files, monitoring the status and checking the progress of several employees working in the firm. In addition to this to ease the communication gap between the clients and the architects, and to get smooth approval process without any delay.

My role:

User interviews

User persona

Empathy map

Information architecture

Story board

Wireframes

High fidelity prototype

The question?

What are the promblems faced by the architects?? How to improve their efficiency and easy flow of communication and approval process without any delays and time consuming process.

The process

Empathize

Research and User interviews

From the research and analysis from the user interviews, their pains and challenges are defined (User personas, empathy

Brainstorming and Thematic analysis ( To acquire research questions and user behaviour and meaning)

Low fidelity and high fidelity

Research questions

From the problem, the various questions to be answered was first noted down for study

The people who work in the architecture firm – The users

What are the approvals required to move to the next stage and how it is updated ?

What documents do the people in architecture firm work?

How is it shared to others?

What are the different files or formats they use and organize?

What is the status of a file and How do the people monitor the work progress?

What files are kept confidential and which are common?

What are the different methods for sharing the files?

Who has access to the different files?

If the file size is big, how is it shared?

How are the files saved? In which order for easy access?

How files need to be arranged for easy access?

Questionnaire Quantitative research

Questionnaire was developed for user interviews

1. What are the different software you use?

2. For what documents do you use the respective software?

3. Which software do you use majorly? Why?

4. Where do you save a file?

5. Do you find it easy to save and open it later?

6. Are your files well organized or it’s random?

7. Do you find any difficulty in accessing the files?

8. What have you done for easy access?

9. Is there any software you use for organizing the files?

10. How do you save the file? (name) for easy access

11. Do you organize the files of the same formats in a single folder or according to date, etc

12. Which do you find easier?

13. For sharing files what software do you use?

14. If it’s a big file how do you share it?

15. How do you see your work progress? Is there a to-do list?

16. How does your company does?

17. Do the people in your firm ask about your work progress?

18. How do you share the work progress with others?

19. Is there a particular format that you follow for the work progress? Like excel?

20. What is the process for getting approval in your firm?

21. Is there a meeting at particular intervals?

22. Which meetings are virtual and which are physical?

23. What do you wish for easy accessing of files?

24. What do you think is the main challenge?

25. Which software do you think is the best option right now for sharing files?

A few of the questions from the quantitve research is shown below:

How do you save the files? How do you monitor your work progress?

In which mode do you share the files?

How does meetings take place?

How do you back up your files?

Where do you save the files?

From the research and user interviews, User personas, Empathy mapping,User journey maps, are done to have a greater understanding of the user pains, challenges and requirements

User persona Goals Wants

Junior architect

Age : 24

Education: B.arch

Location: Pune

Income: Rs.22 k per month

Type: creative, passionate, curious, communicative, problem solving, logical,

Context

Ms. Lily is a junior architect in a firm, who is invloved in drawing theamatic sketches, Detailed drawings, preparing BOQ’s, having meetings with a clients, consultants and senior architects, co-ordinating with the site engineer and involving in site investigations. She has two years experience.

Personality

1. Efficiently carrying out the design process colaborating with client, consultants and engineers

2. To have hassle free meetings

3. To have transparent approvals of files

Technology

Mobile apps

Internet

Social media

Needs Desire

1. Easy access to the files

2. Possibility in organization and sharing of files

3. Proper scheduling of meetings

4. Record the minutes of the meetings

5. Uncomplicated Approval process

6. Documentation of personal work progress

7. The files of the earlier projects are needed to be accessed when it is required for reference.

8.Record of the site progress

9. The files are needed to be backed up everyday

1. Wants to indentify and access the right file when it is required.

2. Organize the file in a simple format and effortless sharing of files

3. Proper schedule meetings with clients and senior architects

4. The minutes of the meeting to be recorded and shared with other people working on it.

5. Transparent approval process for the drawings

6. Timely updates and progress from the site

7. Proper maintainance of personal work progress

Pains

1. Chaos in finding the right files saved in different folders

2. Difficulty in identifying the file saved long before

3. Difficulty in finding Reference file from collegue’s project

4. unplanned and unprepared meetings

5. Difficulty in updating the drawings with out proper minutes of the meeting

1. Automatic file backup everyday

2. Multiple people access &work on file at a time

3. Enough time before every meeting / deadline

4. Smooth approval process

6.Difficulty in sharing The minutes of the meetings with other people working in the same project

7. Adherence to the time schedule

8. Getting approval of files without getting delayed

7. Getting delayed information or updates from the site

Age : 44

Family: Married with 2 children

Location: Bangalore

Income: Rs.1.3 L per month

Type: Logical, Conservative, Punctual, Family-oriented, Professional

Context

Mr.Marc is a professor working in Saphhireschool of Architecture in Bangalore. He has 20 years experience. He teaches history and design to the students of 1st and 3rd year. He has two children and is currently living in Bangalore. He wants to construct a 3bhk home in his land in chennai. He wants to shift there with his family within 15 months.

Personality

Goals

User persona Wants

1.To construct the home in a short period of time

2.To design and construct at an affordable price

3.To designs all the requirements in the allocated space.

Needs

1.Wants to build his requirements in an affordable price

2.Wants to shift to his new home in a short period of time

3.Wants an affordable architecture firm that can construct his envisioned home

4. Reduction in labour charges/materials

5. Easy co-ordination

6. Want to supervise site everyday

7. Want reduced architect fees

Social Media

Mobile apps

Internet

Social media

1. To construct a comfortable home in an affordable price

2. Short time to construct the home

3. Efficiently carry out the design process

4.Fast communication from firm

5.Friendly and communicative architect

6.Easy communication to the architect on his requirement and revision

7.Wants to see the progess in drawing and site easily

8. Reduce unneccessary labour charges

9.Complete the construction at the said date

10. Reduce waste of materials

Desire

1.To build a grand and comfortable home in an affordable price and shift with his family in a short time

8. Wants quick drawings from the architecture firm

9. Wants the changes that he says to be implemented and shown quickly

Pains

1.To find the suitable architecture firm and builder

2.Difficulty in communicating the revisions in calls

3.Difficulty in following the progress happening with the drawings

4.Difficulty in following the progress in site

5.Slow progress in getting the dwgs from the architecture firm

6. Getting approval from the government

7. Unnecessary wastage of money

8. Construction not completed in time

Empathy mapping

Junior Architect

The mind, work, thought and the feeling of a Junior architect is listed down from the user interviews that was done. Through the emapathy mapping, the pain points are taken for designing the wireframe

User journey map (Junior architect)

Scenario

Ms. Lily is a junior architect in a firm, who is invloved in drawing theamatic sketches, Detailed drawings, preparing BOQ’s, having meetings with a clients, consultants and senior architects, co-ordinating with the site engineer and involving in site investigations.

SCHEMATIC DRAWING STAGE

Steps involved

GETTING TO KNOW THE CLIENT REQUIREMENTS SITE SURVEY BASIC RESEARCH

The initial meeting where type of the project, the scale of the project, requirements of the client budget will be discussed.

The site of the project will be visited by the architect and site surveyor and existing site conditions will be recorded.

Basic background research about the project. Understanding the requirements of the client. Compiling and developing mood board with the data that has been studied

Goals

1. To access and share the files

2. Seamless approval process from Senior architects, Consultants and Clients

3. To manage time and adhering to time schedule

4. To have hassle free meetings

5. To have transparent approvals of files

SCHEMATIC DRAWINGS

Sketches and physical models of the ideas, designing of preliminary plans, sections elevations, conceptual 3d views.

DISCUSSION WITH SENIOR ARCHITECT AND CLIENT

The ideas of the architect is compiled and presented to senior architect.

After approval from the senior architect, the ideas are presented to the client.

FINAL SCHEMATIC STAGE DRAFT

Revisions made by the client is updated and final schematic drawings are finalysed for the next stage after the approval from client.

Emotions

Touch points

1.Online meeting apps like zoom , microsoft teams, google meet

2.Microsoft excel sheets

google forms

1.Manual entering of data at site

2. Camera for the pictures of the existing site conditions

3.Autocad

4.Adobe pdf viewer

1.Various architectural websites

2. social media posts

3.pinterest

4. References given by the client

5. Blogs,videos etc

1.Manual modes for sketching and model making

2. Autocad

3. Revit

4. Sketchup

1.Powerpoint presentations

2. walk through videos

3.Online meeting apps like zoom , microsoft teams, google meet

1.Adobe pdf viewer

2. Autocad

3. Revit

4. Sketchup

Opportunities

Platform to organize meetings with client and a Platform to enter the data of the client requirements

Platform to record , upload and share data of the existing site conditions

A folder to store the ideas or requirements of the clients

Platform to store and access files

Platform to organize meetings with client and a Platform to enter the data of the client requirements

Seamless approval process

User journey map (Junior architect)

CONSTRUCTION STAGE

Steps involved DESIGN DEVELOPMENT STAGE 1

Send the schematic drawings to the structural consultants and get structural drawing, refinement of schematic drawings, 3d views, Making presentations for the client meeting.

DESIGN DEVELOPMENT STAGE 2

Updating the revisions from design development stage 1. refinement of drawings. Send the drawings to the consultants and get updated drawings

CONSTRUCTION DRAWINGS

Updating the revisions from design development stage

2. Refinement of final Set of drawings. Send the drawings to the government authority and get approval of the drawings

BIDDING FOR CONTRACTORS

Working out specification and bill of quantities documents and open the drawings for bidding for the contrectors. compare bids and advise clients. selection of contractors

CONSTRUCTION AND SITE INVESTIGATION

HANDING OVER THE PROJECT

Emotions

Touch points

1.BIM softwares

2. 3D model softwares

3.presentation softwares

4.Online meeting apps

1.BIM softwares

2. 3D model softwares

3.presentation softwares

4.Online meeting apps

1.BIM softwares

2. 3D model softwares

3.presentation softwares

4.Online meeting apps

1.Microsoft excel or google sheets

2. Adobe pdf viewer

Regular site visits and ivestidation of site. shopping and suggestions to the client on tiles, wall panels, home appliences and home decor.

Photoshoot of the final building . Handing over fully completed building to the Client.

Opportunities

5.Microsoft excel Platform to store and access files. Platform to organize meetings with client and a Platform to enter the data of the client requirements.

5.Microsoft excel

5.Adobe pdf

Platform to store and access files. Platform to organize meetings with client and a Platform to enter the data of the client requirements.

Platform to store and access final set of drawings. Seamless approval process from client.

1.Physically be present of site

2.manual entering of data During site investigation

3. Updates from the site through pictures

1.Camera to file the final output of the building

Platform to compare the bids from various contractors.

Platform to record , upload and share data of the site conditions.

A folder to store final output of the building.

Thematic analysis

The qualitative data acquired from the user interviews has been analyzed to acquire research questions and user behaviour and meaning.

Difficulty in master file updation

Difficult in accessing the file of one person by another when saved in local

Two person working in a particular file cannot open at a same time.

Not able to quickly access the file that has been saved by others

File organization

Saving files under dates

Saving files under project and drawing name

Saving files under stage of completion

Under project name and date in one drive

Accounts linked with one drive can access files. Files to the interns will be shared through mail or pendirve/ hardisk

When two people working on the same time how is the changes incorporated as a common file ?

Difficult in accessing the file of one person by another easily

Saving the files depends on the format of each office and in some office depends on each person’s preference

To see how to access the files easily even after a particular period of time

To know which file is the latest

Telegram

File sharing File approvals

Telegram is easier to share files but if same file name sent twice gets confused.

Mail

Prefers to use it only for formal meetings.

File sharing varies with each office and person. Some use the medium which they feel is easy and some follow the office structure

Some files are confidential and has to be shared with only certain persons

(Not everyone needs to have access to all the files)

Through links in microsoft teams - the head of the team takes the responsibility

All files are confidential. Only the files worked by the architect are given access by the technical team

All files are not confidential. The files are accessed by everyone

One drive Depending upon the project, confidentiality is decided

Suggestions and Final approval of drawings and work is done by principal architect.

Easier to share the files ChallengeNo two people can edit it at once

Confidentiality depends upon the office and the project

Depends upon the designation of the person

File sharing varies with each office and person. Some use the medium which they feel is easy and some follow the office structure

Old files saved as reference to be easily

Some files are confidential and has to be shared with only certain persons

(Not everyone needs to have access to all the files)

Old files saved as reference to be easily accessed

Type and record of meeting

Meeting with client after every revision

Meetings will be physical or virtual based on the availability of clients.

Online client meetings and discussion using the virtual meeting platform e.g skype.

Principal architect and client gives approval through physical meetings or in a call/ text message / through mail.

Minutes of the meeting will be recorded manually.

The mode of the meeting is been decided based on the availability of the client.

Meetings with the clients may be physical or digital as per their choice, but the minutes of the meetings has to be recorded fully and given a transcript

Misunderstandings when communicated through

call

MOM written manually might miss important details leading to confusion

User requirements

Project management

Meeting deadlines, Timeline, Keeping track of the team, Work progress

Getting approval

Getting easy approval from clients, principal and senior architects

Communication

Easy communication with clients and architects

Collaborating Team work, Assigning of tasks, Discussion

Sharing of files

Sharing of different sizes of files easily

File management & back up

Proper organization of files and documents according to priority and date

The user requirements aredeveloped from the research, user interviews and ideation process

User Scenarios - Maya case

Before Scenario After Scenario

Meeting in client’s home on the plan of his residence

Maya gets frustrated to write manually about the discussion in the meeting since it was fast

The next day in office, Maya finds it difficult to understand the short words and abbreviations she had written. She missed important details about the design, material and colour said by the client

The client was irritated when Maya called and asked again

During the meeting, Maya opened the website and started recording the discussion

She listened to the discussion with any worries and noted down only the important points in her note

After the meeting, Maya converted the audio to text using the option in the app. She translated the conversation to English by clicking the English option

She got the full transcript of the discussion. And the minutes of the meeting got automatically backed up for future reference

User Scenarios - Oni case

Before Scenario After Scenario

Discussion between the senior architect (Mrs. Elle and juniour architects (Oni and John) for the client meeting at 5 pm

Mrs.Elle asks Oni to check the plumbing file of Hana that she had done for Pk residence and correct his file

Oni tried to contact her but she didnt answer the call. Oni searched in her files in the hard disk but it was not organized and he didnt know which was the latest file.He selected the file which he thought was latest and corrected it.

At 4.00 pm when Oni sent the updated file to Mr.Elle, she got angry as he has seen the wrong file and updated. There was not enough time to correct for the meeting

After the discussion, Oni opened the app and searched for Hana name in employees section under non active

In her name, there were folders with all the projects she had worked on. He searched for Pk residence

In pk folder, he searched for the plumbing folder

He updated the file according to the reference and presented in the meeting

Information Architecture

Dashboard Projects

Wireframe design

Employees

Paticular access to files will be given approvals by the head of the department to maintain confidentiality

High fidelity prototypes

Dashboard

The tasks are given in priority wise

Approval list status in dashboard to know about the update quickly

Approval list status in dashboard to know about the update quickly

Meetings are marked in the calender

Easy access of the files in dashboard with the date of updation and the last person accessed

Projects

The subheadings are given below for easy access to files

The poeple who can access is given under each project to maintain confidentiality

Different file folder names given in the top for easy access

Each project/client is assigned a particular colour for easier finding of project files

Employees

Contacting made easier by one click throuhg mail, message or call

The employees who have left the firm is shown in red colour, with the projects they worked

All the audio and transcript files saved undedr the various projects

Important files for easy access Share and bookmark easily