Challenge
Campus Bemke is a unique place of education and development, which aims to shape a better future by raising a valuable generation of leaders of tomorrow. Its activity is based on a personal approach to participants and close contact with parents. With the development and growing number of mentees, the Client began to notice areas that could be improved to more effectively implement its mission.
One of the key challenges was to increase the efficiency of administrative processes and improve the flow of information between employees, volunteers and parents. The dispersion of the tools used and the large number of manual activities meant that organizing classes and camps required a lot of work. The payment system also required optimization in order to simplify this process for both parents and the administrative team.
To support Campus in these areas, we recommended conducting a Product Discovery process, which would allow for a better understanding of the activities and needs of the organization and its customers. The key was to find a balance between automating processes and maintaining close contact with participants and parents, which is the foundation of the Campus activities.
Project parameters
- Customer Interview
- Defining goals using the OKR method
- IDI Interviews
- Personas
- Impact Mapping
- Two-day workshop
- UX Design
- Prototyping
- Summary materials
Completed
works
Step 1:
Goal definition workshops using the OKR method
At the beginning, we conducted workshops with the employees of Campus Bemke, during which we discussed the strategy, vision and key challenges of the organization. On this basis, we set the overarching goal and identified the stakeholder groups that have the greatest influence on its implementation. The workshop made us realize that in the first step, we should pay the most attention to improving operational processes and optimizing the activities and communication of the administration. The jointly developed conclusions were the starting point for IDI interviews, the aim of which was to thoroughly understand the problems and needs of individual groups. Thanks to this, we were able to design solutions that precisely respond to the real challenges and expectations of the most important stakeholders.
Step 2:
In-depth interviews and user needs analysis
Then we moved on to in-depth interviews (IDI), including both Campus employees and parents – the main recipients of services. IDI covered as many as 4 target groups, which translated into 32 interviews. Thanks to this, we were able to learn and understand the real experiences and needs of users, which allowed us to create user personas representing specific groups with their challenges, expectations and motivations.
Step 3:
Business Process and User Path Audit
The next step was a detailed analysis of the organization’s current processes, with particular emphasis on administrative operations, user paths, and interactions with the Campus’ systems. We analyzed the activities in the areas of Holidays with Passion, additional classes, and the Individual Development Program, identifying key challenges and points requiring optimization. Thanks to this, we obtained a full picture of the organization’s functioning, which facilitated the development of real recommendations and improvements.
Solution
As a result of the Product Discovery process, we developed a comprehensive solution project that responds to the key needs of the Campus, streamlining the organization of camps, additional activities and communication with parents and staff.
The result of our activities is the design of the Administrator Portal, Parent and Staff Applications, which will ensure convenient offer management, automation of administrative processes and better information flow.
Portal for Administrator
Effective management of the Campus offer and organization
Administrators will benefit from:
Saving time and resources
thanks to automation
processes
Elimination of errors
resulting from manual
data entry
Better control over
documentation,
schedules and finances
Greater transparency and
effectiveness in management
organization
Application for Parents
Convenience and full control over your child’s activities
Parents gained:
Faster and simpler process
records
Greater transparency and
easier search
suitable offer
Less time spent on
formalities, more on
child’s activity
Constant access to important
information and documents
Application for Personnel
Efficient management of classes and camps
The staff will gain:
Quick access to information about
participants
Voice notes – working
recording information
Simple and more effective
attendance management and
settlements
Easy to add and divide
with reports from classes and camps
Campus Bemke will gain:
Automation of administrative processes
reducing the time-consuming nature of manual activities
Improving communication
between parents, staff and administration
Full control
over the organization of classes, camps and recruitment
Improving user comfort
both parents and staff, through easy access to information and elimination of unnecessary formalities
Minimized risk of errors
in billing and data management
… now the Campus can focus on its mission
and children’s development
