Redesigning a project management tool
dRofus is a data management software for the AEC/O industry. Its admin system, responsible for managing access to databases and projects, had extensive functionality but suffered from a poor interface and usability.
I led a full redesign, significantly enhancing the user experience while maintaining complex functionality. My responsibility included UX research, design and usability testing.
Client
dRofus
Type
dRofus Admin System
Year
2024
Research
Understanding the problem
To understand the pain points and user needs, we began by conducting a thorough system audit, followed by user interviews with customer success managers across different regions. To analyse the gathered data we carried out affinity mapping to identify patterns and insights.
Key User Insights:
The system was not intuitive, requiring a steep learning curve.
The interface was cluttered and overwhelming, with too many options and buttons that were rarely used.
It was cumbersome to manage changes for multiple users or projects simultaneously.
Confusing copy and poor instructions led to fear of making mistakes when interacting with the system.
Challenge
dRofus operates globally, serving both large companies with thousands of users and small agencies with only a few. This wide variation in user needs posed a challenge in balancing diverse requirements.
While dRofus has developed a highly advanced tool used worldwide, their limited experience with user-centered design presented a risk that the value of improving usability might not be fully recognized. Ensuring the team understood the importance of this approach was crucial for the success of the project.
Design and testing
The system audit revealed a wealth of functionality, but user interviews uncovered significant usability issues. By analyzing recurring pain points, we prioritized improvements that would enhance efficiency, reduce friction, and align with users' mental models. With these priorities in place, we structured the redesign around usability, consistency, and task efficiency.
Key features and changes:
New Design System
We aligned the redesign with dRofus’ visual identity, ensuring a consistent and modern look. Standardizing UI components improved maintainability and familiarity across the platform.
Redesigned Navigation
User research revealed that the existing navigation was cumbersome, requiring too many clicks to access critical features. We introduced a modern sidebar and a collapsible side drawer, enabling users to move between sections quickly without losing context.
Improved Interface
The previous interface was cluttered, making it difficult for users to find relevant information. We streamlined the layout, reducing cognitive load and improving readability. The new table interface includes bulk actions and enhanced search functionality, allowing users to manage large datasets more efficiently.
Optimized User Flow
Creating users and projects was a frequent pain point, often requiring unnecessary steps. We simplified these processes to make them more intuitive, reducing friction and increasing adoption.
Throughout the process, we collaborated closely with customer success managers, using their insights to validate design decisions and iterate on solutions before final testing. This ensured that the redesign not only looked better but genuinely improved the user experience.
Solution
We developed a redesigned system that addressed many of the user needs identified during the research phase. The solution significantly simplified the interface, improved usability, and enhanced overall efficiency.
Currently, internal customer success managers have access to the redesigned system. It is undergoing testing and further iteration before being rolled out to external customers.
Final thoughts
Learnings
A key takeaway from this project is the value of demonstrating the impact of user-oriented design. By aligning the redesign with the users' real needs, I was able to show its positive effect on usability, helping the team understand the importance of focusing on the user experience. Additionally, continuous collaboration with key stakeholders, like customer success managers, helped refine the solution and ensured it met real-world needs.
Another important lesson was the challenge of managing diverse user needs. Users were accustomed to the old system, so a more gradual rollout with enhanced training and support could have eased the transition.
Next steps
Although my engagement has concluded, the team will continue testing, iterating, and refining the system while expanding its feature set. They will also focus on providing clear guidance and ongoing support to both new and existing users, ensuring a smooth transition and continued usability.
