IKEA TOOLBOX (CMS)
A modern company intranet portal
About project
CLIENT
IKEA
PLATFORM
WEB & Mobile Responsive
Toolbox is an intranet platform that is built on Sharepoint, and after migrated to Sitecore, it serves as the portal for IKEA Co-workers (more than 400,000 users) to share information and resources, such as documents, databases, and internal communications, among members of the organization. The goal of an intranet is to improve communication and collaboration within the organization, as well as to provide employees with easy access to the information and resources they need to do their jobs. Additionally, Intranet allows organizations to have more control over their data and system, and also provides easy access to enterprise applications and services.
My Role
As a UX designer working in an Agile environment, My role is to work closely with the development team to ensure that the user experience of the product is always at the forefront of the development process. Here are some key responsibilities:
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Collaborate with the team
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Attend sprint planning
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Conduct user research
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Wireframing and High fidelity designs
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Work with cross-functional teams
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Continuous testing and validation
Tools
Figma, Sketch, Invision and Adobe Photoshop
The Challenge
The organization is facing several challenges related to communication and collaboration among employees. The current methods for sharing information, such as email and shared drives, are not well organized and are becoming increasingly challenging to manage as the organization grows. This results in employees struggling to find the needed information, duplicating work, and wasting time searching for information. Additionally, employees are not effectively engaged in the organization's initiatives, which hinders the organization's ability to achieve its goals. To address these challenges, we need to implement a centralized and unified intranet solution that integrates with our existing systems and supports improved communication and collaboration among employees. The intranet should be user-friendly, accessible from any device, and provide a platform for employees to share information and work together on projects and initiatives. This will help improve employee productivity and engagement, and ultimately support achieving the organization's goals."
Personas
Research
To gain a deeper understanding of the problem, we conducted user research to gather insights about the current intranet and the needs of the employees. Our research methods included:
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Surveys: Sent to a sample of employees to gather information about their demographics, job roles, and pain points
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User interviews: Conducted with a sample of employees to understand their experience with the intranet and gather feedback about the current design
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User testing: Conducted with a sample of employees to observe their interactions with the intranet and gather feedback about the current design
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Findings
From the research, we found that employees were having difficulty finding the information they needed and the search function was not effective. They also found the navigation structure to be confusing. Additionally, we learned that employees wanted a more visually appealing and personalized intranet.
The legacy site has 90+ different page layouts which is a challenging task for publishers to maintain a consistent structure throughout the platform
Design process
Ideation Notes
Goals
Functional
Make the site help users achieve their goals, get their jobs done quickly and properly
User - Friendly
The product should be intuitive and simple to use, with clear and concise instructions and minimal steps required to complete a task.
Engaging
Influence a user's engagement with a product, such as its usability, accessibility, and overall aesthetic appeal.
Consistant
Consistency helps users feel more confident and comfortable as they interact with a product, as it allows them to easily understand and navigate the interface.
Information Architecture
Page Structure
Design system
Visual Designs
Mobile Designs
Client Feedback
