Scheduling system for Ha'Meorer - education center. The system was developed to streamline and optimize the process of organizing workshops and guiding sessions in various locations across the country.
This case study presents the design and implementation of the system, highlighting its impact on improving scheduling efficiency and enhancing the overall educational experience.
Role: research, UX, UI, prototyping
Period: Murch - July 2023
Ha'meorer - Education Center
The multidisciplinary informal education center, which aims to place Israel's pioneering vision at the center of public discourse and restore the spirit of social-Zionist action to Israeli society. During the year, the guides of the "Ha'Meorer" hold educational meetings with thousands of teenagers, teachers, administrators of educational systems, teaching staff, employees, students, and security forces, and this while engaging deeply with a wide range of ideological-value content that make up the Jewish-Democratic Joint Center.
Project Background
Before the scheduling system was implemented, Ha'Meorer education-guiding organization faced significant challenges in coordinating workshops and managing schedules. Manual scheduling processes often led to conflicts, lose of money, inefficient resource allocation, and difficulty in communicating updated information to participants and guides. There was a need for a centralized system that could automate scheduling, ensure better organization, and improve the overall experience for all stakeholders involved.
User Research
To gain a deep understanding of the needs and pain points of education guides and managers, comprehensive user research was conducted. Interviews were conducted with the education guides and organizational staff. The research revealed common challenges, such as difficulties in finding suitable workshop slots, managing availability, and tracking changes or updates.
Design Process
The design process followed a user-centered approach, involving iterative design and continuous user feedback. The process included stages of ideation, wireframing, prototyping, and usability testing. Regular feedback sessions with education guides and organizational stakeholders helped refine the system's features and functionalities, ensuring they aligned with user expectations and requirements.
System Features and Functionality
The scheduling system offers a range of features that enhance the efficiency and effectiveness of education-guiding workshops. Key functionalities include:
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Workshop schedule:
Education guides can easily view available time slots and book workshops according to their availability and expertise.
Filtering:
The system offers the ability to filter the workshop according to the guide's expertise, locations, dates, hours, and more
Workshop information:
View workshop details, additional guides, attached files, and receive real-time notifications regarding any changes or updates.
Workshop history:
The system enables the guides to track their work and make sure they get properly paid.
Mobile Responsive Design:
The system was optimized for mobile devices, allowing education guides and participants to access and manage their schedules on-the-go.
Automated reminders:
The system sends automated reminders to education guides, reducing no-shows and facilitating better planning.
Analytics:
Allows the managers to track the workshops schedule, to see which workshop has missing guides, and to send the guides a list of workshops to join
Design Considerations
During the design process, several considerations were prioritized to enhance the user experience and overall system usability. These considerations included:
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Intuitive interface: The system's interface was designed to be user-friendly, ensuring easy navigation and a clear understanding of available options.
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Mobile responsiveness: The system was optimized for mobile devices, allowing education guides and participants to access and manage their schedules on-the-go.
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Accessibility: The design adhered to accessibility guidelines, ensuring that individuals with diverse abilities could use the system effectively.
Implementation and Results
The scheduling system was successfully implemented and integrated with Ha'meorer - Education Center. User feedback has been overwhelmingly positive, highlighting the following outcomes:
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Improved efficiency: The system has significantly reduced time spent on manual scheduling, enabling education guides to focus more on delivering quality workshops.
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Enhanced communication: Real-time notifications and updates have improved communication between education guides and the organizational staff, reducing confusion and ensuring smoother coordination.
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Increased guides satisfaction: the guides appreciate the convenience of viewing available workshops, scheduling online, and receiving timely reminders, leading to a more positive educational experience.
Conclusion
Throughout the course of this project, I had the opportunity to learn and grow both professionally and personally. Working closely with HaMeorer and the development team, I gained valuable insights and experiences that have shaped my approach to UX/UI design. Some key learnings from this project include:
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User-Centered Design: This project reinforced the importance of placing the needs and expectations of the end-users at the center of the design process. Through user research and feedback, I developed a deeper understanding of the challenges faced by education guides and participants, enabling me to create a scheduling system that addressed their pain points effectively.
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Collaboration and Communication: Collaborating with the development team highlighted the significance of effective communication and regular collaboration. By fostering open and transparent communication channels, we were able to align our visions, resolve implementation challenges, and deliver a cohesive and functional scheduling system.
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Client Collaboration and Project Management: Working closely with HaMeorer provided valuable insights into client collaboration and project management. By understanding their goals, constraints, and preferences, I was able to tailor the design process and deliver a solution that aligned with their expectations and contributed to their organizational objectives.
This project has been a catalyst for personal growth, empowering me to become a more versatile and empathetic UX/UI designer.
