Management | Online Meeting | Productivity | AI Assistant
Enhance effective communication and workflow for high school club officers
HiClubs is a responsive, user-friendly website that streamlines high school club management and boosts productivity. It helps officers access club data, integrates AI-powered tools for online meetings, and uses gamified task completion to motivate officers and encourage consistent engagement. The product meets both user needs and business goals.
Responsibilities
Tools
Figjam・Figma・Keynote・CapCut
Team
Solo Project
Timeline
December 2024~March 2025
THE PROBLEM
High school club officers face challenges managing their clubs
Club officers take the lead in coordinating and organizing events to keep the club running smoothly. However, relying on multiple complex communication platforms often disrupts clear message delivery, and tracking tasks on time becomes a challenge, making seamless operations difficult.
Why do these problems matter?
Clear and synchronized communication fosters mutual understanding and smooth collaboration among club officers.
Effective monitoring of task progress and completion guarantees timely execution, enhancing the club’s success and reputation.
THE SOLUTION overview
HiClubs is a high school club management platform that streamlines everything from daily tasks to online meetings, simplifying communication and boosting officer productivity.
In Operating Mode, officers use a central dashboard for task management, progress tracking, and engaging with Tetris-inspired gamification.
The Meeting Mode transforms online meetings with real-time transcription, AI-generated summaries, and automated task creation, ensuring that every discussion translates directly into actionable steps.
USER RESEARCH
Qualitative interviews highlight challenges in club management and communication
I conducted remote interviews with five officers, a founder, and a member to understand the process of running a club. I aimed to explore their motivations, operations, communication methods, attendance tracking, promotion strategies, sign-up processes, and member interactions.
“We come up with our agenda, and we create the presentation slides, deciding what we want to share and which volunteering opportunities we want to offer.”
“We have been struggling with the fact that some of the captains don’t finish their work before the meetings.”
“In a meeting, some people might speak louder, making their contributions seem more important, but every idea and every voice is valuable.”
“There are two editors; one of us will look through the submitted articles first. It’s difficult to sync easily or at the same time.”
Research insights
Understanding the operational realities of high school clubs was a rewarding process. By synthesizing the officers' stories, I gained a clearer picture of their unique challenges and needs.
User journey map
Visualizing the officer workflow to uncover challenges
I created a user journey map to visualize the officer experience across three key phases: joining the club, organizing with other officers, and managing weekly meetings.
The map tracked their actions and emotions, revealing that the most significant pain points consistently fell into two categories: inefficient communication and disorganized task management.
Defining Key Opportunities
Pinpointing opportunities with "How Might We" questions
To ensure I was solving the right problems, I translated the key challenges from my research into three actionable "How Might We" questions. These questions guided my ideation, helping me focus on the most crucial opportunities for high school club officers.
Opportinity 1.
Task management
How Might We effectively track high school club officers’ tasks to ensure smooth club operations?
Opportinity 2.
Communication & collaboration
How Might We streamline communication and online meetings for high school club officers to improve collaboration and efficiency?
The trade-offs I have to make
Building a versatile platform for diverse club needs
The Trade-Off: Should the platform serve all clubs or be tailored to a few?
The Decision: I chose to develop a flexible, multi-feature platform to support the broad needs of high school club officers, prioritizing streamlined communication and organization.
IDEATION PROCESS
Design principles for a teen-centered platform
I established four core design principles to guide the development of an effective platform for high school users. These principles ensured the final product was not only functional but also resonated with the unique needs of a younger audience.
Designing solutions for officer needs
Guided by the "How Might We" questions, I brainstormed solutions specifically designed to meet the officers' primary needs. This process ensured that every design decision was tied directly to a key user goal.
Access club data, boost engagement, and streamline club management.
Operating Mode Dashboard:
Access club data, prepare for meetings, and monitor individual task statuses.
Communicate efficiently with officers and streamline message management.
Meeting Mode Dashboard:
Participate in online meetings seamlessly and record messages effortlessly.
Oversee task delegation and completion to ensure smooth club operations.
Task Dashboard:
Automate task assignments, manage tasks efficiently, and engage with a Tetris-inspired feature to boost motivation.
Outlining the solutions
I translated user needs into innovative concepts through a series of hand sketches, using creative constraints and analogies to guide the exploration.
Sitemap
Building the website's functionality and structure
Create a sitemap that visually represents the pages and screens, clearly depicting the website's functionality.
Final Design | Feature 01
Operating Mode Dashboard empowers high school club officers to efficiently manage their clubs
Club officers log into the platform to access club information, prepare for meetings, and track the progress of their individual tasks in real time.
Structure overview
Plan the officers' meeting
User Need 1:
Ensure clear confirmation of officers' attendance for upcoming meetings.
Solution
Sign up: Users can accept or decline officers' meeting invitations to confirm attendance.
User Need 2:
A clear agenda to guide discussions and ensure everyone has an equal chance to share their ideas.
Final Design | Feature 02
Task Dashboard helps users efficiently track tasks
The task dashboard offers four sections to help users monitor each other’s progress and status. Users can verify task completion and engage with a Tetris-inspired feature that boosts motivation.
Motivating task completion with a Tetris-inspired system
User Needs
Users need encouragement to finish their tasks on time.
Final Design | Feature 03
Meeting Mode Dashboard enhances online meeting efficiency with AI-driven support
Participate in online meetings with fellow officers, record conversations in real-time, summarize and highlight key discussions, and use AI to assign tasks to the appropriate officers.
Structure overview
Effortless meeting assistant
User Needs
An efficient online meeting tool that captures all information and conversations
Automated task allocation for officers
User Needs
An efficient approach to identify tasks and track each officer’s status.
Validating process
Evaluating design impact through 2 task flows
For the usability testing, I focused on two key task flows: How club officers manage their tasks and the steps involved in participating in an online meeting.
Testers praised the platform for its intuitive design and features that streamline tasks and enhance usability. Overall, the platform received positive feedback. However, several major issues were identified as "serious" based on testers' reactions to certain features.
Validating results
Measuring design effectiveness
Design success was evaluated using Success Metrics and Severity Ratings to verify if the solution meets user needs.
“
I feel like people don't easily recognize the three dots, so instead of relying on them, it might be better to display different options right here.
”
Success Metrics
Task Completion
All tasks completed successfully
Task Efficiency
Tasks rated easy to complete
Overall Satisfaction
Users satisfied with the app
Severity rate : Critical > Major > Serious > Minor
Sign-up process
Serious Severity
Needs improvement
Ignored Tetris icon
Serious Severity
Needs improvement
Meeting tools usages
Serious Severity
Needs improvement
Takeaway
prioritized iterations
Improvements 1.
Replace the edit icon with clear “Join” and “Decline” buttons to make it easier
"You should have two boxes: one green and one red, labeled 'Join' and 'Decline.' This would give the user a clear choice instead of making them click on the three dots, which is not very obvious."
Before
After
Improvements 2.
Implement the visual pop-up "+1" pattern above the Tetris icon to indicate when a task is being completed
All six users are unaware that the Tetris icon indicates the number of completed tasks.
Guide users with instructional tooltips to help them recognize the task completion process.
"I’m not sure if it's possible, but some apps or websites have an introduction when you first sign in. I think that would be really cool."
Before
After
Improvements 3.
Redesign the position of the tools on the screen and utilize tooltips to showcase their functionality
The original online meeting tool guidance lacks clear instructions and is too small for users to utilize effectively.
Move the toolbar to the bottom of the screen and enhance the clarity of the tooltips.
"There are five tools. I feel like I can generally get what they do just by looking at the icons, but some of them might be difficult to understand in terms of what they're used for exactly."
Before
After
Improvements 4.
Add an optional pop-up view to expand the meeting transcript and AI summary for improved readability
Add an optional icon that lets users open the transcript and summary in a larger pop-up, enhancing readability and interaction without cluttering the main interface.
Before
After
CONCLUSION & KEY LEARNINGS
What I have learned
I have grown through dashboard design, user-centered approaches, and enhanced data visualization skills
This project has significantly contributed to my growth as a UX designer by highlighting the importance of dashboards in visualizing how an organization perceives its current and future data trends. Before starting this project, I researched various dashboard designs to enhance my understanding of presenting key performance indicators and data visualizations effectively.
Through this experience, I learned how to create dashboard elements that facilitate quick data interpretation, enabling users to make informed decisions swiftly. Additionally, synthesizing user needs and mapping solutions to meet their goals has strengthened my skills in user-centered design.
Challenges I faced
Tackling the challenges of prioritizing features for diverse clubs while boosting officer motivation
The primary challenge I encountered was developing and prioritizing dashboard features to meet the diverse needs of various clubs, which range from large groups with over one hundred members to smaller ones with fewer than ten. Different clubs focus on either member participation through events or on meeting deadlines for their goals, making it challenging to identify essential features for the club management platform that enhance officer efficiency. Additionally, motivating club officers to complete their tasks before meetings emerged as another challenge; finding engaging methods could increase their interaction with the platform while aligning with business and user goals.
What trade-offs I have to make
Create a versatile platform that meets the diverse needs of different clubs
During the project, I faced a significant trade-off: Should I create a platform that serves the diverse needs of all clubs, or should I focus on building a task-driven platform tailored to specific clubs? This question became particularly relevant during my competitor analysis. After synthesizing insights from the affinity mapping, I ultimately decided to develop a multi-feature platform that could cater to the needs of various clubs. I aimed to create a website that aligns with the workflow of high school club officers, facilitates communication among officers, and incorporates engaging elements to enhance club organization.
What I enjoyed about
My understanding of specific user groups enhances my ability to synthesize insights
I truly enjoyed working on this project because it provided insight into the lives of high school club officers—teenagers balancing their responsibilities alongside their academic schedules. Understanding how they organize their clubs, the job duties they undertake as officers, and the challenges they encountered was enlightening and rewarding. Listening to their stories and synthesizing these insights allowed me to understand this particular user group better. This experience has enriched my perspective on user-centric design and reinforced the importance of empathy in creating solutions that genuinely address users' needs.