Project Backstory - Challenge and Goals

Employees struggle to find information, frustrating the CompSci Head, while cross-departments lack clarity on CompSci's role in biotech

Business Goals

User Interviews — I needed to know 3 things from Stakeholders

1. What tone do we want to set for CompSci (work and culture wise)?

2. What information is critical for the team?

3. Why are even long-time employees struggling to find data?

Answers:

How did I familiarise myself with the Computational Sciences Department and delivered solution in two-week deadline?

1. Recognising the need for diverse input, I mapped the placement and availability of CS information

CS Information Platforms

2. I swiftly launched a survey targeting all CompSci employees to pinpoint the following:

1. Content that would be helpful to CS staff on a shared website

2. Understand the staff’s information ecosystem

3. Gather individuals frustrations and requirements

Realisations after Survey:

1. A new platform called has been recently created to store all technical information within the CompSci - Technical Knowledge Base

2. Effective site navigation alone isn't enough, planning a proper communication flow is also essential for impact.

3. New News: Technical Knowledge Base is the new Confluence

Connecting with the creator of Technical Knowledge Base I learnt:

1. Platform currently hold:

   • Project data - documents, meeting recordings, educational resources

2. Employees must obtain access and approval before uploading files to the platform.

3. Access is restricted and controlled to ensure privacy and confidentiality.

New platform addresses the issues found in Confluence, which the team recently has decided to retire.

4. To address diverse user needs and avoid missed requirements, I created a focused persona based on Affinity Diagram drawn after Survey.

78% of CompSci Staff Frequently Use MyJAX : Ideal for Site Mapping CS Information

5. Conducted Closed and Open Card Sorting— After gathering required resources, to uncover authentic mental models and users' key terminology driving user-centered design

Closed Card Sorting Results

Open Card Sorting

6. From observed patterns, I developed a clear site map that answers 'Who we are' and 'What we do'.

MyJAX Internal Website

Technical Knowledge Base will contain

7. To ensure clarity and alignment among diverse stakeholders, I complemented the flow diagram with a high-level audit of the solution vision.

Here’s the revamp based on the following guidelines:

1. A One-Stop-Destination for all the CS content should be designed with internal bi-directional flow.

2. The data mentioned within each category should satisfy all search parties.

3. There should be awareness of what's available, where it's available and who to go to (POC).

4. Simple, seamless navigation.

8. To further enhance clarity, clear Communication and Tailored Content was equally important

• Inclusion of verbal updates in weekly CS meetings.

• Managers to provide verbal updates in team meetings to enhance cross-departmental information flow.

• Weekly newsletters, focused on department updates, should provide clear, relevant content tailored to employees' backgrounds and tenure, ensuring value for both new hires and veterans.

Next Steps in the Project:

1. I presented the challenges and solution recommendations to the Stakeholders and the CS Team using different visual aids.

2. I documented the project and sent it to the Director of Project Management who was majorly involved in designing the current website.

3. Later, the team implemented the new Information Architecture into the internal JAX website.

Post-implementation user feedback