Université Catholique de LilleReducing 90% of the email exchanges between professors and the administration

Objectives

• Identify the needs of the specifications and users to optimize the experience.
• Reduce over 90% of email exchanges between professors and school administration.
• Achieve a 60% stakeholder adoption rate in the first year.

Strategic Value

1. 01

   Aligning user and business needs

   Address user expectations while respecting technical and organizational constraints.

2. 02

   Workflow simplification

   Centralize and optimize administrative processes to save time and reduce human errors.

3. 03

   Scalable solution

   Design a modular platform capable of integrating additional features in the future.

Outcomes

1. 01

   Immediate impact

   Reduced 90% of administrative email exchanges upon implementing the platform.

2. 02

   Increased efficiency

   Simplified forms and automated frequent tasks.

3. 03

   Targeted adoption

   Positive initial feedback with a goal of 60% active usage within 12 months.

01 / 08

1. 01

   Overly ambitious initial scope

   The first prototype included overly advanced features, making development complex and time consuming. We had to reduce the scope to focus on a clear MVP centered on key functionalities.

2. 02

   Inexperienced users

   The platform needed to be intuitive and designed to minimize common errors (e.g., lost information or duplicated tasks). These specific needs emerged during user testing.

3. 03

   Complex technical integration

   The platform had to integrate with the university’s existing API, developed by a third-party company, which added technical constraints.

Before → After

The first mockup had to be revisited as constraints were added throughout the project. Drag the handle to compare the initial version (before) with the focused one we shipped (after).

BeforeAfter

Workshop 1: Understanding the Brief

1. Objective

   Challenge initial expectations and clarify business and user needs.

2. Method

   Collaborative workshop with stakeholders to explore the brief.

3. Outcome

   Discovery of additional expectations, including specific workflows not mentioned in the brief.

Workshop 2: User Interviews

1. Objective

   Explore the constraints and expectations of future users (professors and administrators).

2. Method

   Semi-structured interviews with 4 participants.

3. Outcome

   Identification of frustrations related to current tools and essential needs.

Workshop 3: Ideation and Co-Creation

1. Objective

   Generate ideas and structure priorities for the design.

2. Method

   Collaborative workshop with users to lay the foundation for the prototype. Method Six to One.

3. Outcome

   A structured list of key ideas for prototype development.

Insights

1. Cognitive overload

   Users were overwhelmed when too many options were presented at once. Insight : Limit choices and provide guided workflows.

2. Error frustrations

   Data duplication and information loss were recurring problems. Insight : Incorporate auto-save mechanisms and error alerts.

3. Diverse user base

   Skill levels varied significantly among users. Insight : Design an interface suitable for novice users while retaining advanced features for experienced ones.

Recommendations

Prioritize essential functionalities and exclude marginal use cases for the first version.

Automate repetitive tasks to reduce human error.

Conduct rapid iterations based on user feedback.

Testimonials

1. 01

   Re-challenging initial requirements is key

   This project emphasized the importance of questioning initial requirements. User research revealed significant gaps between the client’s brief and real user needs. By involving users early through interviews and workshops, we refined the scope and delivered a solution that truly aligned with their expectations. This experience solidified my belief in the value of validating assumptions at the start of any project.

2. 02

   Simplicity enables efficiency

   Initially, our design was too complex, which delayed development. Reducing the scope to a focused MVP allowed us to prioritize key features and address core needs efficiently. This taught me that starting small and iterating based on feedback often results in faster delivery and higher user satisfaction.

3. 03

   Collaboration drives success

   Close collaboration with developers, stakeholders, and users was critical to the project’s success. Regular communication helped bridge gaps between technical feasibility and user expectations, fostering a shared vision. I learned that creating space for diverse input strengthens both the process and the outcome.

4. 04

   User error prevention enhances satisfaction

   Testing revealed that users often made simple errors, such as misclicks or overwriting data. Adding features like autosave and error alerts significantly improved their experience. This taught me that anticipating and mitigating user mistakes is key to building trust and satisfaction.

5. 05

   Early testing saves time

   Limited late-stage testing highlighted issues that could have been caught earlier. This showed me the value of integrating usability testing during the wireframe phase to identify and resolve problems sooner, saving time in later iterations.