March 12, 2025
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Efficient Research: Maximizing the ROI of Understanding Your Customers

Introduction

User research is invaluable, but in fast-paced environments, researchers often struggle with tight deadlines, limited resources, and the need to prove their impact. In our recent UX Insider webinar, Weidan Li, Senior UX Researcher at Seek, shared insights on Efficient Research—an approach that optimizes Speed, Quality, and Impact to maximize the return on investment (ROI) of understanding customers.

At the heart of this approach is the Efficient Research Framework, which balances these three critical factors:

  • Speed – Conducting research quickly without sacrificing key insights.
  • Quality – Ensuring rigor and reliability in findings.
  • Impact – Making sure research leads to meaningful business and product changes.

Within this framework, Weidan outlined nine tactics that help UX researchers work more effectively. Let’s dive in.

1. Time Allocation: Invest in What Matters Most

Not all research requires the same level of depth. Efficient researchers prioritize their time by categorizing projects based on urgency and impact:

  • High-stakes decisions (e.g., launching a new product) require deep research.
  • Routine optimizations (e.g., tweaking UI elements) can rely on quick testing methods.
  • Low-impact changes may not need research at all.

By allocating time wisely, researchers can avoid spending weeks on minor issues while ensuring critical decisions are well-informed.

2. Assistance of AI: Let Technology Handle the Heavy Lifting

AI is transforming UX research, enabling faster and more scalable insights. Weidan suggests using AI to:

  • Automate data analysis – AI can quickly analyze survey responses, transcripts, and usability test results.
  • Generate research summaries – Tools like ChatGPT can help synthesize findings into digestible insights.
  • Speed up recruitment – AI-powered platforms can help find and screen participants efficiently.

While AI can’t replace human judgment, it can free up researchers to focus on higher-value tasks like interpreting results and influencing strategy.

3. Collaboration: Make Research a Team Sport

Research has a greater impact when it’s embedded into the product development process. Weidan emphasizes:

  • Co-creating research plans with designers, PMs, and engineers to align on priorities.
  • Involving stakeholders in synthesis sessions so insights don’t sit in a report.
  • Encouraging non-researchers to run lightweight studies, such as A/B tests or quick usability checks.

When research is shared and collaborative, it leads to faster adoption of insights and stronger decision-making.

4. Prioritization: Focus on the Right Questions

With limited resources, researchers must choose their battles wisely. Weidan recommends using a prioritization framework to assess:

  • Business impact – Will this research influence a high-stakes decision?
  • User impact – Does it address a major pain point?
  • Feasibility – Can we conduct this research quickly and effectively?

By filtering out low-priority projects, researchers can avoid research for research’s sake and focus on what truly drives change.

5. Depth of Understanding: Go Beyond Surface-Level Insights

Speed is important, but efficient research isn’t about cutting corners. Weidan stresses that even quick studies should provide a deep understanding of users by:

  • Asking why, not just what – Observing behavior is useful, but uncovering motivations is key.
  • Using triangulation – Combining methods (e.g., usability tests + surveys) to validate findings.
  • Revisiting past research – Leveraging existing insights instead of starting from scratch.

Balancing speed with depth ensures research is not just fast, but meaningful.

6. Anticipation: Stay Ahead of Research Needs

Proactive researchers don’t wait for stakeholders to request studies—they anticipate needs and set up research ahead of time. This means:

  • Building a research roadmap that aligns with upcoming product decisions.
  • Running continuous discovery research so teams have a backlog of insights to pull from.
  • Creating self-serve research repositories where teams can find relevant past studies.

By anticipating research needs, UX teams can reduce last-minute requests and deliver insights exactly when they’re needed.

7. Justification of Methodology: Explain Why Your Approach Works

Stakeholders may question research methods, especially when they seem time-consuming or expensive. Weidan highlights the importance of educating teams on why specific methods are used:

  • Clearly explain why qualitative research is needed when stakeholders push for just numbers.
  • Show real-world examples of how past research has led to business success.
  • Provide a trade-off analysis (e.g., “This method is faster but provides less depth”) to help teams make informed choices.

A well-justified approach ensures research is respected and acted upon.

8. Individual Engagement: Tailor Research Communication to Your Audience

Not all stakeholders consume research the same way. Weidan recommends adapting insights to fit different audiences:

  • Executives – Focus on high-level impact and key takeaways.
  • Product teams – Provide actionable recommendations tied to specific features.
  • Designers & Engineers – Share usability findings with video clips or screenshots.

By delivering insights in the right format, researchers increase the likelihood of stakeholder buy-in and action.

9. Business Actions: Ensure Research Leads to Real Change

The ultimate goal of research is not just understanding users—but driving business decisions. To ensure research leads to action:

  • Follow up on implementation – Track whether teams apply the insights.
  • Tie findings to key metrics – Show how research affects conversion rates, retention, or engagement.
  • Advocate for iterative research – Encourage teams to re-test and refine based on new data.

Research is most valuable when it translates into real business outcomes.

Final Thoughts: Research That Moves the Needle

Efficient research is not just about doing more, faster—it’s about balancing speed, quality, and impact to maximize its influence. Weidan’s nine tactics help UX researchers work smarter by:


✔️  Prioritizing high-impact work
✔️  Leveraging AI and collaboration
✔️  Communicating research in a way that drives action

By adopting these strategies, UX teams can ensure their research is not just insightful, but transformational.

Watch the full webinar here

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Radical Collaboration: how teamwork really can make the dream work

Natalie and Lulu have forged a unique team culture that focuses on positive outputs (and outcomes) for their app’s growing user base. In doing so, they turned the traditional design approach on its head and created a dynamic and supportive team. 

Natalie, Director of Design at Hatch, and Lulu, UX Design Specialist, recently spoke at UX New Zealand, the leading UX and IA conference in New Zealand hosted by Optimal Workshop, on their concept of “radical collaboration”.

In their talk, Nat and Lulu share their experience of growing a small app into a big player in the finance sector, and their unique approach to teamwork and culture which helped achieve it.

Background on Natalie Ferguson and Lulu Pachuau

Over the last two decades, Lulu and Nat have delivered exceptional customer experiences for too many organizations to count. After Nat co-founded Hatch, she begged Lulu to join her on their audacious mission: To supercharge wealth building in NZ. Together, they created a design and product culture that inspired 180,000 Kiwi investors to join in just 4 years.

Contact Details:

Email: natalie@sixfold.co.nz

LinkedIn: https://www.linkedin.com/in/natalieferguson/ and https://www.linkedin.com/in/lulupach/

Radical Collaboration - How teamwork makes the dream work 💪💪💪

Nat and Lulu discuss how they nurtured a team culture of “radical collaboration” when growing the hugely popular app Hatch, based in New Zealand. Hatch allows everyday New Zealanders to quickly and easily trade in the U.S. share market. 

The beginning of the COVID pandemic spelled huge growth for Hatch and caused significant design challenges for the product. This growth meant that the app had to grow from a baby startup to one that could operate at scale - virtually overnight. 

In navigating this challenge, Nat and Lulu coined the term radical collaboration, which aims to “dismantle organizational walls and supercharge what teams achieve”. Radical collaboration has six key pillars, which they discuss alongside their experience at Hatch.

Pillar #1: When you live and breathe your North star

Listening to hundreds of their customers’ stories, combined with their own personal experiences with money, compelled Lulu and Nat to change how their users view money. And so, “Grow the wealth of New Zealanders” became a powerful mission statement, or North Star, for Hatch. The mission was to give people the confidence and the ability to live their own lives with financial freedom and control. Nat and Lulu express the importance of truly believing in the mission of your product, and how this can become a guiding light for any team. 

Pillar #2: When you trust each other so much, you’re happy to give up control

As Hatch grew rapidly, trusting each other became more and more important. Nat and Lulu state that sometimes you need to take a step back and stop fueling growth for growth’s sake. It was at this point that Nat asked Lulu to join the team, and Nat’s first request was for Lulu to be super critical about the product design to date - no feedback was out of bounds. Letting go, feeling uncomfortable, and trusting your team can be difficult, but sometimes it’s what you need in order to drag yourself out of status quo design. This resulted in a brief hiatus from frantic delivery to take stock and reprioritize what was important - something that can be difficult without heavy doses of trust!

Pillar #3: When everyone wears all the hats

During their journey, the team at Hatch heard lots of stories from their users. Many of these stories were heard during “Hatcheversery Calls”, where team members would call users on their sign-up anniversary to chat about their experience with the app. Some of these calls were inspiring, insightful, and heartwarming.

Everyone at Hatch made these calls – designers, writers, customer support, engineers, and even the CEO. Speaking to strangers in this way was a challenge for some, especially since it was common to field technical questions about the business. Nevertheless, asking staff to wear many hats like this turned the entire team into researchers and analysts. By forcing ourselves and our team outside of our comfort zone, we forced each other to see the whole picture of the business, not just our own little piece.

Pillar #4: When you do what’s right, not what’s glam

In an increasingly competitive industry, designers and developers are often tempted to consistently deliver new and exciting features. In response to rapid growth, rather than adding more features to the app, Lulu and Nat made a conscious effort to really listen to their customers to understand what problems they needed solving. 

As it turned out, filing overseas tax returns was a significant and common problem for their customers - it was difficult and expensive. So, the team at Hatch devised a tax solution. This solution was developed by the entire team, with almost no tax specialists involved until the very end! This process was far from glamorous and it often fell outside of standard job descriptions. However, the team eventually succeeded in simplifying a notoriously difficult process and saved their customers a massive headache.

Pillar #5: When you own the outcome, not your output.

Over time Hatch’s user base changed from being primarily confident, seasoned investors, to being first-time investors. This new user group was typically scared of investing and often felt that it was only a thing wealthy people did.

At this point, Hatch felt it was necessary to take a step back from delivering updates to take stock of their new position. This meant deeply understanding their customers’ journey from signing up, to making their first trade. Once this was intimately understood, the team delivered a comprehensive onboarding process which increased the sign-up conversion rate by 10%!

Pillar #6: When you’re relentlessly committed to making it work

Nat and Lulu describe a moment when Allbirds wanted to work with Hatch to allow ordinary New Zealanders to be involved in their IPO launch on the New York stock exchange. Again, this task faced numerous tax and trade law challenges, and offering the service seemed like yet another insurmountable task. The team at Hatch nearly gave up several times during this project, but everyone was determined to get this feature across the line – and they did. As a result, New Zealanders were some of the few regular investors from outside the U.S that were able to take part in Albirds IPO. 

Why it matters 💥

Over four years, Hatch grew to 180,000 users who collectively invested over $1bn. Nat and Lulu’s success underscores the critical role of teamwork and collaboration in achieving exceptional user experiences. Product teams should remember that in the rapidly evolving tech industry, it's not just about delivering the latest features; it's about fostering a positive and supportive team culture that buys into the bigger picture.

The Hatch team grew to be more than team members and technical experts. They grew in confidence and appreciated every moving part of the business. Product teams can draw inspiration from Hatch's journey, where designers, writers, engineers, and even the CEO actively engaged with users, challenged traditional design decisions, and prioritized solving actual user problems. This approach led to better, more user-centric outcomes and a deep understanding of the end-to-end user experience.

Most importantly, through the good times and tough, the team grew to trust each other. The mission weaved its way through each member of the team, which ultimately manifested in positive outcomes for the user and the business.

Nat and Lulu’s concept of radical collaboration led to several positive outcomes for Hatch:

  • It changed the way they did business. Information was no longer held in the minds of a few individuals – instead, it was shared. People were able to step into other people's roles seamlessly. 
  • Hatch achieved better results faster by focusing on the end-to-end experience of the app, rather than by adding successive features. 
  • The team became more nimble – potential design/development issues were anticipated earlier because everyone knew what the downstream impacts of a decision would be.

Over the next week, Lulu and Nat encourage designers and researchers to get outside of their comfort zone and:

  • Visit customer support team
  • Pick up the phone and call a customer
  • Challenge status quo design decisions. Ask, does this thing solve an end-user problem?

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1 min read

The ultimate reading list for new user researchers

Having a library of user research books is invaluable. Whether you’re an old hand in the field of UX research or just dipping your toes in the water, being able to reference detailed information on methods, techniques and tools will make your life much easier.

There’s really no shortage of user research/UX reading lists online, so we wanted to do something a little different. We’ve broken our list up into sections to make finding the right book for a particular topic as easy as possible.

General user research guides

These books cover everything you need to know about a number of UX/user research topics. They’re great to have on your desk to refer back to – we certainly have them on the bookshelf here at Optimal Workshop.

Observing the User Experience: A Practitioner's Guide to User Research

Mike Kuniavsky

Observing the User Experience: A Practitioner’s Guide to User Research

This book covers 13 UX research techniques in a reference format. There’s a lot of detail, making it a useful resource for people new to the field and those who just need more clarification around a certain topic. There’s also a lot of practical information that you’ll find applicable in the real world. For example, information about how to work around research budgets and tight time constraints.

Just Enough Research

Erika Hall

Just Enough Research

In Just Enough Research, author Erika Hall explains that user research is something everyone can and should do. She covers several research methods, as well as things like how to identify your biases and make use of your findings. Designers are also likely to find this one quite useful, as she clearly covers the relationship between research and design.

Research Methods in Human-Computer Interaction

Harry Hochheiser, Jonathan Lazar, Jinjuan Heidi Feng

Research Methods in Human-Computer Interaction

Like Observing the User Experience, this is a dense guide – but it’s another essential one. Here, experts on human-computer interaction and usability explain different qualitative and quantitative research methods in an easily understandable format. There are also plenty of real examples to help frame your thinking around the usefulness of different research methods.

Information architecture

If you’re new to information architecture (IA), understanding why it’s such an important concept is a great place to start. There’s plenty of information online, but there are also several well-regarded books that make great starting points.

Information Architecture for the World Wide Web: Designing Large-Scale Web Sites

Peter Morville, Louis Rosenfeld

Information Architecture for the World Wide Web: Designing Large-Scale Web Site

You’ll probably hear this book referred to as “the polar bear book”, just because the cover features a polar bear. But beyond featuring a nice illustration of a bear, this book clearly covers the process of creating large websites that are both easy to navigate and appealing to use. It’s a useful book for designers, information architects and user researchers.

How to Make Sense of Any Mess

Abby Covert

How to Make Sense of Any Mess

This is a great introduction to information architecture and serves as a nice counter to the polar bear book, being much shorter and more easily digestible. Author Abby Covert explains complex concepts in a way anyone can understand and also includes a set of lessons and exercises with each chapter.

User interviews

For those new to the task, the prospect of interviewing users is always daunting. That makes having a useful guide that much more of a necessity!

Interviewing Users: How to Uncover Compelling Insights

Steve Portigal

Interviewing Users: How to Uncover Compelling Insights

While interviewing users may seem like something that doesn’t require a guide, an understanding of different interview techniques can go a long way. This book is essentially a practical guide to the art of interviewing users. Author Steve Portigal covers how to build rapport with your participants and the art of immersing yourself in how other people see the world – both key skills for interviewers!

Usability testing

Web usability is basically the ease of use of a website. It’s a broad topic, but there are a number of useful books that explain why it’s important and outline some of the key principles.

Don't Make Me Think: A Common Sense Approach to Web Usability

Steve Krug

Don't Make Me Think: A Common Sense Approach to Web Usability

Don’t Make Me Think is the first introduction to the world of UX and usability for many people, and for good reason – it’s a concise introduction to the topics and is easy to digest. Steve Krug explains some of the key principles of intuitive navigation and information architecture clearly and without overly technical language. In the latest edition, he’s updated the book to include mobile usability considerations.

As a testament to just how popular this book is, it was released in 2000 and has since had 2 editions and sold 400,000 copies.

Design

The design–research relationship is an important one, even if it’s often misunderstood. Thankfully, authors like Don Norman and Vijay Kumar are here to explain everything.

The Design of Everyday Things

Don Norman

The Design of Everyday Things

This book, by cognitive scientist and usability engineer Don Norman, explains how design is the communication between an object and its user, and how to improve this communication as a way of improving the user experience. If nothing else, this book will force you to take another look at the design of everyday objects and assess whether or not they’re truly user-friendly.

101 Design Methods: A Structured Approach for Driving Innovation in Your Organization

Vijay Kumar

101 Design Methods: A Structured Approach for Driving Innovation in Your Organization

A guidebook for innovation in the context of product development, this book approaches the subject in a slightly different way to many other books on the same subject. The focus here is that the practice of creating new products is actually a science – not an art. Vijay Kumar outlines practical methods and useful tools that researchers and designers can use to drive innovation, making this book useful for anyone involved in product development.

See our list on Goodreads

We've put together a list of all of the above books on Goodreads, which you can access here.

Further reading

For experienced practitioners and newcomers alike, user research can often seem like a minefield to navigate. It can be tricky to figure out which method to use when, whether you bring a stakeholder into your usability test (you should) and how much you should pay participants. Take a look at some of the other articles on our blog if you’d like to learn more.

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1 min read

Meera Pankhania: From funding to delivery - Ensuring alignment from start to finish

It’s a chicken and egg situation when it comes to securing funding for a large transformation program in government. On one hand, you need to submit a business case and, as part of that, you need to make early decisions about how you might approach and deliver the program of work. On the other hand, you need to know enough about the problem you are going to solve to ensure you have sufficient funding to understand the problem better, hire the right people, design the right service, and build it the right way. 

Now imagine securing hundreds of millions of dollars to design and build a service, but not feeling confident about what the user needs are. What if you had the opportunity to change this common predicament and influence your leadership team to carry out alignment activities, all while successfully delivering within the committed time frames?

Meera Pankhania, Design Director and Co-founder of Propel Design, recently spoke at UX New Zealand, the leading UX and IA conference in New Zealand hosted by Optimal Workshop, on traceability and her learnings from delivering a $300 million Government program.

In her talk, Meera helps us understand how to use service traceability techniques in our work and apply them to any environment - ensuring we design and build the best service possible, no matter the funding model.

Background on Meera Pankhania

As a design leader, Meera is all about working on complex, purpose-driven challenges. She helps organizations take a human-centric approach to service transformation and helps deliver impactful, pragmatic outcomes while building capability and leading teams through growth and change.

Meera co-founded Propel Design, a strategic research, design, and delivery consultancy in late 2020. She has 15 years of experience in service design, inclusive design, and product management across the private, non-profit, and public sectors in both the UK and Australia. 

Meera is particularly interested in policy and social design. After a stint in the Australian Public Service, Meera was appointed as a senior policy adviser to the NSW Minister for Customer Service, Hon. Victor Dominello MP. In this role, she played a part in NSW’s response to the COVID pandemic, flexing her design leadership skills in a new, challenging, and important context.

Contact Details:

Email address: meera@propeldesign.com.au

Find Meera on LinkedIn  

From funding to delivery: ensuring alignment from start to finish 🏁🎉👏

Meera’s talk explores a fascinating case study within the Department of Employment Services (Australia) where a substantial funding investment of around $300 million set the stage for a transformative journey. This funding supported the delivery of a revamped Employment Services Model, which had the goal of delivering better services to job seekers and employers, and a better system for providers within this system. The project had a focus on aligning teams prior to delivery, which resulted in a huge amount of groundwork for Meera.

Her journey involved engaging various stakeholders within the department, including executives, to understand the program as a whole and what exactly needed to be delivered. “Traceability” became the watchword for this project, which is laid out in three phases.

  • Phase 1: Aligning key deliverables
  • Phase 2: Ensuring delivery readiness
  • Phase 3: Building sustainable work practices

Phase 1: Aligning key deliverables 🧮

Research and discovery (pre-delivery)

Meera’s work initially meant conducting extensive research and engagement with executives, product managers, researchers, designers, and policymakers. Through this process, a common theme was identified – the urgent (and perhaps misguided) need to start delivering! Often, organizations focus on obtaining funding without adequately understanding the complexities involved in delivering the right services to the right users, leading to half-baked delivery.

After this initial research, some general themes started to emerge:

  1. Assumptions were made that still needed validation
  2. Teams weren’t entirely sure that they understood the user’s needs
  3. A lack of holistic understanding of how much research and design was needed

The conclusion of this phase was that “what” needed to be delivered wasn’t clearly defined. The same was true for “how” it would be delivered.

Traceability

Meera’s journey heavily revolved around the concept of "traceability” and sought to ensure that every step taken within the department was aligned with the ultimate goal of improving employment services. Traceability meant having a clear origin and development path for every decision and action taken. This is particularly important when spending taxpayer dollars!

So, over the course of eight weeks (which turned out to be much longer), the team went through a process of combing through documents in an effort to bring everything together to make sense of the program as a whole. This involved some planning, user journey mapping, and testing and refinement. 

Documenting Key Artifacts

Numerous artifacts and documents played a crucial role in shaping decisions. Meera and her team gathered and organized these artifacts, including policy requirements, legislation, business cases, product and program roadmaps, service maps, and blueprints. The team also included prior research insights and vision documents which helped to shape a holistic view of the required output.

After an effort of combing through the program documents and laying everything out, it became clear that there were a lot of gaps and a LOT to do.

Prioritising tasks

As a result of these gaps, a process of task prioritization was necessary. Tasks were categorized based on a series of factors and then mapped out based on things like user touch points, pain points, features, business policy, and technical capabilities.

This then enabled Meera and the team to create Product Summary Tiles. These tiles meant that each product team had its own summary ahead of a series of planning sessions. It gave them as much context (provided by the traceability exercise) as possible to help with planning. Essentially, these tiles provided teams with a comprehensive overview of their projects i.e. what their user needs, what certain policies require them to deliver, etc.  

Phase 2: Ensuring delivery readiness 🙌🏻

Meera wanted every team to feel confident that we weren’t doing too much or too little in order to design and build the right service, the right way.

Standard design and research check-ins were well adopted, which was a great start, but Meera and the team also built a Delivery Readiness Tool. It was used to assess a team's readiness to move forward with a project. This tool includes questions related to the development phase, user research, alignment with the business case, consideration of policy requirements, and more. Ultimately, it ensures that teams have considered all necessary factors before progressing further. 

Phase 3: Building sustainable work practices 🍃

As the program progressed, several sustainable work practices emerged which Government executives were keen to retain going forward.

Some of these included:

  • ResearchOps Practice: The team established a research operations practice, streamlining research efforts and ensuring that ongoing research was conducted efficiently and effectively.
  • Consistent Design Artifacts: Templates and consistent design artifacts were created, reducing friction and ensuring that teams going forward started from a common baseline.
  • Design Authority and Ways of Working: A design authority was established to elevate and share best practices across the program.
  • Centralized and Decentralized Team Models: The program showcased the effectiveness of a combination of centralized and decentralized team models. A central design team provided guidance and support, while service design leads within specific service lines ensured alignment and consistency.

Why it matters 🔥

Meera's journey serves as a valuable resource for those working on complex design programs, emphasizing the significance of aligning diverse stakeholders and maintaining traceability. Alignment and traceability are critical to ensuring that programs never lose sight of the problem they’re trying to solve, both from the user and organization’s perspective. They’re also critical to delivering on time and within budget!

Traceability key takeaways 🥡

  • Early Alignment Matters: While early alignment is ideal, it's never too late to embark on a traceability journey. It can uncover gaps, increase confidence in decision-making, and ensure that the right services are delivered.
  • Identify and audit: You never know what artifacts will shape your journey. Identify everything early, and don’t be afraid to get clarity on things you’re not sure about.
  • Conducting traceability is always worthwhile: Even if you don’t find many gaps in your program, you will at least gain a high level of confidence that your delivery is focused on the right things.

Delivery readiness key takeaways 🥡

  • Skills Mix is Vital: Assess and adapt team member roles to match their skills and experiences, ensuring they are positioned optimally.
  • Not Everyone Shares the Same Passion: Recognize that not everyone will share the same level of passion for design and research. Make the relevance of these practices clear to all team members.

Sustainability key takeaways 🥡

  • One Size Doesn't Fit All: Tailor methodologies, templates, and practices to the specific needs of your organization.
  • Collaboration is Key: Foster a sense of community and collective responsibility within teams, encouraging shared ownership of project outcomes.

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