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How can we let employees of Mida work seamlessly while maintaining their freedom by rethinking their knowledge-management?
Mida is an Italian company that after analyzing the working style of the employees have noticed they struggled a bit in their project management.
Therefore they lose time and spend even more resources than needed. This is why they asked our faculty to try to come up with a solution that could help them handle a fast paced work environment.
Company
Mida Spa
My role
UX Researcher & Designer
Architect
Visual Designer
Clinical Psychologist
What I did
UX Research
UI
Benchmarking
User Testing
Storytelling
App
Timeline
2 Weeks, 2024
Challenge
Develop a Knowledge Management (KM) system within Microsoft Teams to enhance collaboration, efficiency,
and knowledge accessibility for our consultants.
Opportunity
Let's try to give to the members of the tribes a new tool that keeps their freedom yet nudges them toward a more streamlined way of working that is sustainable too.
Research
UX Audit
Desk Research
Benchmarking
Interviews
(01)
Define
User Persona
User Journey
How Might We
(02)
Design
Concept
Wireframing
Prototype
(03)
User Testing
Bio-physiological user testing
(04)
Deliver
Final Presentation
Deliverables
(05)
For our research phase we decided to explore the concept of knowledge, knowledge management technologies and how sharing information works inside of companies.
We started by asking ourselves:
''What is knowledge management?''
Knowledge management
is the process of:
Creating
Sharing
Using
Managing
Knowledge and information of an organization.
Knowledge management
aims to
Improve efficiency
Foster innovation
Maintain a competitve edge
By ensuring that valuable information is accessible and utilised effectively.
Fig. 02 & 03: Scheme of the definition of Knowledge Management
This is a brief showcase of one of the core topics of our initial research: the knowledge management.
Stay tuned to see how we made it go to the next level!
The benchmarking is particularly effective in giving us a snapshot of how the market generally approaches knowledge management. We wanted to understand how the problem is broken down generally, before thinking about why the way other systems work wouldn’t be feasible for MIDA – based on interviews.
Fig. 04: our benchmarking
We conducted 2 interviews to MIDA employees, both lasting around 30 minutes.
We had three different questions in mind, to understand their needs and current habits:
1. CURRENT KNOWLEDGE
MANAGEMENT
How does MIDA define knowledge? What are the biggest struggles they’re experiencing in their journey to the project delivery?
2. ORGANIZATIONAL
CULTURE
Is culture a part of the knowledge that gets currently shared around in MIDA? Is there a human touch to the knowledge currently being stored in the company?
3. INCLUSION &
INNOVATION
How can knowledge management be made to be more innovative and inclusive to reach the sustainability goal?
Insights
1
Guidelines and nudges over rules or prescriptions
2
Flexibility that accounts for personal differences and human error – while still instilling structure
3
Sustainability goal: efficiency, inclusion, collaboration, and greenness!
Highlighting needs and pain points.
TYPES OF KNOWLEDGE
They need to share three types of info: how to’s, theoretical knowledge, and “relational” information
ORGANIZATIONAL CULTURE
Horizontal, unstructured, flexible, un-prescribing culture = the MIDA way
LACK OF COHERENCE
Every member of every Tribe has their own way of organizing and naming files (or not).
CONSERVATIVENESS
Difficulty keeping new methods (ex. repository): omeostatic tendency to keep the status quo
UNEFFICIENCY
Lack of sustainability: waste of time, money, resources, and energy
''If it's something that you've not done yourself, it's gonna be impossible to
find that document.''
👉 About
Laura a 33-year-old Digital Innovation Consultant at Mida, has been with the company for 2 years. While primarily a member of the Innovation tribe, she is also temporarily covering the responsibilities of a colleague on maternity leave, in the role of Project Manager. Laura enjoys teamwork and is passionate about sharing knowledge as a mean to include everyone.
💭 Personal Belifes
Laura values teamwork and believes that collaborative efforts bring the best results.
Strives to understand the perspectives and experiences of others to create a more inclusive workplace
Corporate sustainability is predominantly about the effective use of time.
Inclusivity is essential: "a diverse and inclusive workplace drives innovation and success.
😞 Needs
Easy access to templates like timelines, budgets, and Gantt charts would be highly beneficial.
A cleanup and fresh start would be beneficial, marking a clear before and after.
Keeping previous versions of files without storing confusing documents that take up space and create chaos.
Being able to create new knowledge and keep the repository updated and actively used
Fig. 05: keypoints of our User persona
Following the steps of creating a project and thinking of how we can improve it – without changing any of its structure.
"I wish I could access easily and faster to templates for budget and legal contracts from past projects."
"Implementing guidelines would help align all teams and materials"
"It would be nice to have a clean up, a fresh start, a before and after"
Transversal and accessible by everyone
Updated and highlighted based on activity
"I love the fact that I can easily interact with other tribes without losing my freedom"
"Luckily I have everything perfectly organized and I also have some templates ready"
“I now can access old project in a smart, quick and efficient way. It doesn’t feel like I’m accumulating more dusty, forgotten data”
Contact with client: their wants and needs
Budget and timeline
Continuously edited
Finalized project
Stored past knowledge
Uploaded on OneDrive
what knowledge?
what knowledge?
what knowledge?
PROPOSAL
DESIGN
DELIVERY
USER JOURNEY (AS IS)
USER JOURNEY (TO BE)
... MAKE THE ACCESSIBILITY AND ORGANIZATION OF KNOWLEDGE MANAGEMENT MORE SUSTAINABLE, ENSURING ALL TRIBES AT MIDA FEEL ALIGNED WHILE ENHANCING TEAM COLLABORATION?
... MAKE THE ACCESSIBILITY AND ORGANIZATION OF KNOWLEDGE MANAGEMENT MORE SUSTAINABLE, ENSURING ALL TRIBES AT MIDA FEEL ALIGNED WHILE ENHANCING TEAM COLLABORATION?
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Effortless knowledge sharing for thriving MIDA's tribes
Our platform thrives on making knowledge sharing seamless and intuitive for every tribe/team within MIDA. Apollo is meticulously designed to simplify the exchange of information, ensuring that every member can effortlessly access and contribute to a collective pool of knowledge.
Unique flexible working style
MIDA, is a hub of “freelancers” who can reflect their own style in every aspect.
Sustainability development goals
Mida, within the company itself also with their projects, they always consider SDGs.
MIDA culture improving monthly ''sharing sessions''
Automatic renaming of files to keep consistency
Smart sharing of bites of (implicit) knowledge
Green practices to use AI in a sustainable way
Creation of automatic, smart and essential tool-kit folder
Smart search and ''wiki'' to access previous files and projects
Centralized knowledge for a better repository
General Features
Apollo's
Killer Features
At our core, we thrive on making knowledge sharing seamless and intuitive for every tribe within MIDA. Apollo is meticulously designed to simplify the exchange of information, ensuring that every member can effortlessly access and contribute to a collective pool of wisdom.
Friendly reminders to keep file management simple.
Sustainable AI integration to Microsoft Teams to provide the user with essential files.
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Smart search and ‘’wiki’’ to access previous files & projects.
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Team and Tribe management.
Using 100% of profits for the planet and producing enough renewable energy to power all searches twice over.
A tree for every search
Adding a limitation to the amount of files you can upload to the folder other than the essential ones you will already find there.
Capsule database
"The more sustainable value of technology adoption doesn’t come from what the technology does, but what the user can do with it (EY, 2023)."
SUSTAINABILITY VALUE
USAGE OF AI
NUMBER OF FILES
NEGATIVE
ENVIRONMENTAL IMPACT
USAGE OF AI
NUMBER OF FILES
NEGATIVE
ENVIRONMENTAL IMPACT
During our concept ideation we really wanted to put particular focus to sustainability.
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Fig. 09 a daily use of our solution
Fig. 07 Mobile screen
Fig. 08 Smartwatch notifications
Fig. 06 the landing page
As we were sprinting we wanted to use accurate user testing, therefore we had the chance to use 3 of the most interesting technologies currently available:
-
Emotion Recognition with Face Reader
-
Heatmaps from Eyetracking
-
Skin Conductance & Heart Rate
This test followed our expectations: we showed 6 screens of the dashboard – some of which looked pretty similar, causing a decrease in attention. The heatmap showed they followed the predicted flow. Overall, the test was pretty successful.
Goals and What I learned
Project Management is a make it or break it area for a company. Improving it is crucial for the company's further development.
Having a methodology is vital! Thanks to this experience I was able to improve mine
Being able to work at ease in a very fast-paced sprint