Redesigning an Inefficient Document Management System
This case study focuses on redesigning the system to improve efficiency and usability, especially for older employees who struggle with technology and find the interface cumbersome.
Phoenix Key Systems, a leading insurance company, manages a large volume of documents from policyholders and agents. These documents include important details like social security numbers, policy information, and financial data, all essential for the company’s operations.
The Problem
The users faced multiple challenges that hindered the system’s usability and employee efficiency:
The Solution
The research assessed the system’s automation reliability, user interface intuitiveness, and clarity of feedback for users, especially the elderly.
Findings and Conclusions
👨💻 Reliability of Automation:
A significant number of users reported issues with the automated data entry, often resorting to manual input.
👷♀️ Workflow Efficiency:
Users frequently had to switch between screens, leading to delays and a disrupted workflow.
👨🏻🦳 User Interface Evaluation:
The interface was found to be particularly challenging for elderly users, indicating a need for a more intuitive design.
🤔 Feedback Clarity:
Users were often left confused due to the lack of clear feedback on data entry issues. This highlighted the need for more transparent error messages and guidance.
My research delved into the system’s automation reliability, user interface intuitiveness, and the clarity of feedback. We aimed to understand the user experience and identify areas for improvement.
After my research it was necessary to change the “skeleton” of the system so that everything is open and visible, thus enabling a faster and more convenient transition between areas in the work environment.
Taking into consideration the main topics that came up in my research, I aimed to create a clean and very clear design with a bright, and contrast colors. So that they attract the attention of the users and highlight the problems
