Dashboard Integration:
Data Visualization Project
In alignment with the companies privacy policy, sensitive information has been redacted from this case study to prioritize data security and confidentiality.
Introduction:
This project centered on enhancing the Notion project management platform for a healthcare-tech enterprise. The challenge my client initially faced was obtaining a comprehensive overview of information stored in Notion databases, primarily due to the platform's lack of native data visualization support. Throughout the iterations of the design process, my work resulted in the successful integration of a customized Notion dashboard, powered by a researched software extension. This significantly improved data visualization and streamlined workflows for stakeholders, providing access to critical information throughout the diverse phases of their business product development model.
Tools:
Notion - Database Platform
Mural - Dashboard Planning
Rows - Data Visualization Tool
Excel - Data Cleaning
Figma - Dashboard Prototyping
Challenge:
Problem: The challenge my client faced was the absence of an effective method to obtain a comprehensive overview of the diverse information stored within the Notion databases. A significant contributing factor to this issue was the current lack of native data visualization support within the platform.
Goal: The end objective was to streamline the workflow for stakeholders, especially those in services leadership, as they interacted with multiple databases within Notion.
Outcome: The successful integration of a customized Notion dashboard via a researched plug-in significantly enhanced data visualization capabilities, facilitating streamlined workflows for stakeholders accessing critical information.
Background Research:
To begin to understand the scope of this project there were three key areas I started with to define the direction of my design process:
Platform: Understanding the current utilization of Notion as well as capabilities and constraints
Target Users: Identifying the key personas engaging with the dashboard
Dashboards: Exploring components of a dashboard relevant to a healthcare-tech enterprise
Platform
To comprehensively understand the dynamics of my client's project database on the Notion platform, I started with familiarizing myself with Notion to grasp the current utilization patterns, data structures, as well as the capabilities and constraints of the platform.
Notion Exploration Insights:
Utilization: Cross-team project management, issue tracking, progress monitoring, and information communication.
Capabilities: Offers database functions, project management tools, API access, and third-party tool integration.
Constraints: Limitations in interface elements and lacks comprehensive data visualization.
Next Steps:
To address these insights, I explored integrations and tools to complement Notion, evaluating their potential to improve data visualization and overcome identified constraints.
Target Users (Personas)
To begin to define the target users of the dashboard, one of my initial steps was identifying the key personas to narrow down who the dashboard was being designed for, their primary tasks on the dashboard, and their technical expertise levels:
4 Key Personas Identified:
Service Leadership: Moderate tech; needs visuals for client engagement
Engineers: Advanced tech; need visuals for resolving issues
Designers: High tech; needs visuals for project progress
Managers: High tech; needs visuals for resource allocation
After identifying target users, I narrowed down the primary user group to Service Leadership due to their specific technical expertise and their priority role of engaging with external clients. The key goal in optimizing their workflow was to save them time in identifying key information essential for client interactions.
Dashboard Research
To begin to build a list of potential features for a dashboard I began my investigation searching different visual content and design platforms such as Dribble and Pinterest, using key search terms such as at project management dashboards, data visualization for project management, and agile project management dashboards.
User Research:
To understand the requirements of our target user, stakeholders in service leadership, I conducted user interviews. These sessions offered valuable insights into their engagement and workflow needs, shaping the problem framework and guiding the direction of the dashboard requirements and functionalities.
Role of Stakeholders (Service Leadership):
Service Leadership individuals act as the primary point of contact for both new and existing clients.
They play a central role in decision-making processes related to the products and services offered.
Key User Interview Inquires:
Current Notion Engagement: How are you presently interacting with Notion pages within your workflow?
Enhancements for Workflow Ease:
What specific features or elements would you envision on Notion to enhance and simplify your current workflow?
Notion Usage:
External Client Engagement: 67% of interviewees use the database platform mainly for engaging with external clients.
Internal Processes: 33% of interviewees utilize the database platform mainly for internal processes
Insights and Areas of Opportunity:
Central Hub for Information:
Interviewees would like for Notion to serve as a central hub, providing a unified space for issue resolution.
Visibility into Work Streams:
A recurring theme was the importance of granular visibility into individual work streams, especially when various teams collaborate on different areas of an issue.
High-Level Prioritization Overview:
The need for a streamlined high-level overview, emphasizing a feature to distill complex information into a concise format for swift identification and prioritization of critical tasks.
Comprehensive User Journey Mapping:
Stakeholders want a comprehensive end-to-end visualization of the user journey, spanning from sales initiation to post-sales support, for a holistic understanding and optimization of the project lifecycle.
JTBD (Jobs to be done)
To prioritize the key needs of my primary target user group and address shared requirements among all four personas, I employed a Jobs to be Done (JTBD) framework to create a matrix for feature prioritization. This process involved identifying overlapping JTBD on Notion from each persona, ensuring a customized solution for my primary user while also addressing overarching needs within my diverse user base.
4 Key JTBD Identified:
Stakeholders want to see a high level overview of what is going on to prioritize tasks.
Stakeholders want to see where issues are within each phase of the project blueprint to find solutions for issues.
Stakeholders want to see the progress of things to relay information to clients.
Stakeholders want an at-a-glance understanding of the current status of service work.
How Might We Question:
Based on these findings I narrowed the scope of our problem by creating the following “How Might We?” question:
How might we integrate data visualization features within Notion to transform it into an intuitive central hub, ensuring information prioritization and collective problem-solving for stakeholders in service leadership?
These interview insights not only validated the selection of stakeholders (service leadership) as the primary users but also provided a nuanced understanding of their specific needs and pain points.
Concept Validation:
In the concept validation phase, the goal was to assess and refine the proposed dashboard solution features based on feedback from stakeholders in service leadership. This stage aimed to confirm the viability, desirability, and feasibility of the envisioned Notion dashboard.
Concept Validation Process:
User Interviews:
Gathered qualitative insights from service leadership to identify needs. Then explored features and functions to asses alignment with user requirements.
Prototype Testing:
Designed interactive dashboard prototype for users to experience proposed features. Then led a concept validation testing session to get feedback and assess the dashboards feature effectiveness and usability.
Feedback Analysis:
Analyzed user interview and prototype feedback to identify strengths and areas for improvement. Highlighting essential dashboard requirements and refinements for improved usability.
Key Learnings:
Feedback emphasized the importance of a customizable dashboard layout to accommodate diverse user preferences.
Feedback highlighted the need for dynamic data visualization, particularly in presenting project statuses and task priorities.
Adjustments were made to the dashboard's navigation and information architecture based on user interactions with the prototype.
Decision Matrix Analysis:
A significant challenge in this project was quickly learning an extensive range of new tools and technologies to effectively evaluate them. To addressing this challenge and make progress towards resolving the "How Might We" question, my strategy included utilizing a decision matrix analysis. This systematic approach allowed for the evaluation of a diverse array of software and tools. The goal was to identify the best solution for integrating a dashboard within Notion, leveraging insights from both comprehensive background research and user interviews.
Using a decision matrix analysis I compared potential dashboard integration forms including:
Software Extensions: Additional software components including plugins
Excel-Powered Data Tools: Software or tools leveraging Excel functionalities
Whiteboard Rendering Tool: Digital tools that facilitate visual renderings
From these evaluations, the best tool moving forward was a software extension called Rows. Compared to all the other tools, Rows excelled in three critical areas:
Native Notion Integration: Rows integrated with Notion in a more native format compared to alternative solutions
Cost-Effectiveness: Rows aligned with my client's budget allocation for new software
Dynamic Data Visualization: Rows supported dynamic visualizations with minimal requirements for data reformatting
Solution:
The finalized design utilized the capabilities of Rows, a software extension capable of in integrating a dashboard within Notion. Following an in-depth analysis of potential dashboard integration forms—Software Extensions, Excel-Powered Data Tools, and Whiteboard Rendering Tools—Rows emerged as the best choice. A decision matrix analysis highlighted three key strengths:
Dynamic Data Visualization: Rows excelled in offering a diverse range of graphs, ensuring dynamic and visually compelling data representation that could adapt with changing company needs.
Native Notion Integration via API: The integration with Notion via the platform's API demonstrated its compatibility, minimizing the maintenance workload and establishing it as a sustainable solution.
Cost-Effectiveness: Rows proved to be a cost-effective choice, aligning well within the allocated budget constraints without compromising on essential features.
Configuring Rows with Database
One challenge encountered when utilizing Rows was navigating the learning curve associated with configuring the software extension for Notion database access.
This process involved:
Familiarizing with the Rows interface
Deciphering code configurations
Establishing the connection with the software extension through API
Configuring Notion settings
Linking the relevant databases from Notion
Formatting the data to seamlessly integrate with Rows
Integrating Rows with Notion
After the successful configuration of Rows with the database, the process of creating and integrating data visualizations into the Notion platform became more streamlined. The image illustrates the integration of data visuals on Notion, showcasing customizable functionality that addressed key tasks for our primary users.
This included:
Visibility into Work Streams of different teams
Central Hub for Information
Issue Location in Project Phases
Progress Tracking for Client Communication
Technical Documentation
In my design process, I document procedures in accessible language to facilitate smooth handoffs to fellow designers, developers, and executive leaders. The aim of documenting my process is to:
Establish a sustainable and replicable process.
Create a comprehensive reference for future dashboard iterations.
Contribute to time and resource efficiency.
Next Steps:
To improve upon this dashboard, the integration of Rows as a company-wide approved software extension is essential. To facilitate this integration, a Weighted Scoreboard, based on the matrix analysis I developed, will be key in advocating for the software's necessity. Furthermore, continuous iterative design improvements will be necessary down the line to address evolving stakeholder needs and changing company objectives.
Prioritizing Software Integration:
Weighted Scoreboard for Software Extensions:
Allows us to quantify the qualitative research that analyzed the functionality of each tool
Creates a weighted score that incorporated the company need for specific tool features
This allows for quantitative evidence to be presented to executive design teams for decision making
Iterative Design:
While Rows is a dynamic data visualization tool that successfully facilitated the integration of the dashboard into Notion. Continuing to tailor the dashboard to stakeholder needs is essential to provide the most efficiency of the dashboard in their workflow. Ongoing usability testing will be an essential part as stakeholders engage with the dashboard. This ensures continuous enhancement and adaptation of the visualization and functionalities to meet the evolving needs of the company and service leadership.
Reflection:
This project challenged me to adapt to navigating the complexities in the healthcare-tech field, engaging in dynamic collaboration, and gaining insights in effective product and service design. Highlighted below are some of my key learnings and challenges:
Learnings and Challenges:
Navigating Healthcare-Tech:
Navigating the intricacies of the healthcare-tech enterprise required proactively researching and understanding unfamiliar aspects, to identify how to incorporate a solution in a dynamic work environment.
Stakeholder Collaboration:
Collaboration with diverse stakeholders throughout the project's development required proactive outreach and the careful delineation of project and task scopes, particularly when working with individuals from varied technical backgrounds to ensure objectives and needs were aligned.
Service Design in Healthcare-Tech:
Service design in the healthcare-tech space, brought unique challenges and opportunities that influenced my design decisions. This ranged from following regulatory measures to incorporating various ongoing company-wide projects.
Application of Innovative Tools:
This project required leveraging new design, research, and information management tools to achieve the objective of streamlining workflows and integrating a new solutions into the healthcare-tech ecosystem. This required quickly adapting to new tools to drive effective design practices within a specialized industry.