February 20, 2024
3 min

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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1 min read

Best UX Research Methods for Every Phase of Product Development

What is UX research?

User experience (UX) research, or user research as it’s commonly referred to, is an important part of the product design process. Primarily, UX research involves using different research methods to gather information about how your users interact with your product. It is an essential part of developing, building and launching a product that truly meets the requirements of your users. 

UX research is essential at all stages of a products' life cycle:

  1. Planning
  2. Building
  3. Introduction
  4. Growth & Maturity

While there is no one single time to conduct UX research it is best-practice to continuously gather information throughout the lifetime of your product. The good news is many of the UX research methods do not fit just one phase either, and can (and should) be used repeatedly. After all, there are always new pieces of functionality to test and new insights to discover. We introduce you to best-practice UX research methods for each lifecycle phase of your product.

1. Product planning phase

While the planning phase it is about creating a product that fits your organization, your organization’s needs and meeting a gap in the market it’s also about meeting the needs, desires and requirements of your users. Through UX research you’ll learn which features are necessary to be aligned with your users. And of course, user research lets you test your UX design before you build, saving you time and money.

Qualitative Research Methods

Usability Testing - Observational

One of the best ways to learn about your users and how they interact with your product is to observe them in their own environment. Watch how they accomplish tasks, the order they do things, what frustrates them, and what makes the task easier and/or more enjoyable for your subject. The data can be collated to inform the usability of your product, improving intuitive design, and what resonates with users.

Competitive Analysis

Reviewing products already in the market can be a great start to the planning process. Why are your competitors’ products successful and how well do they behave for users. Learn from their successes, and even better build on where they may not be performing the best and find your niche in the market.

Quantitative Research Methods

Surveys and Questionnaires

Surveys are useful for collecting feedback or understanding attitudes. You can use the learnings from your survey of a subset of users to draw conclusions about a larger population of users.

There are two types of survey questions:

Closed questions are designed to capture quantitative information. Instead of asking users to write out answers, these questions often use multi-choice answers.

Open questions are designed to capture qualitative information such as motivations and context.  Typically, these questions require users to write out an answer in a text field.

2. Product building phase

Once you've completed your product planning research, you’re ready to begin the build phase for your product. User research studies undertaken during the build phase enable you to validate the UX team’s deliverables before investing in the technical development.

Qualitative Research Methods

Focus groups

Generally involve 5-10 participants and include demographically similar individuals. The study is set up so that members of the group can interact with one another and can be carried out in person or remotely.


Besides learning about the participants’ impressions and perceptions of your product, focus group findings also include what users believe to be a product’s most important features, problems they might encounter while using the product, as well as their experiences with other products, both good and bad.

Quantitative Research Methods

Card sorting gives insight into how users think. Tools like card sorting reveal where your users expect to find certain information or complete specific tasks. This is especially useful for products with complex or multiple navigations and contributes to the creation of an intuitive information architecture and user experience.

Tree testing gives insight into where users expect to find things and where they’re getting lost within your product. Tools like tree testing help you test your information architecture.
Card sorting and tree testing are often used together. Depending on the purpose of your research and where you are at with your product, they can provide a fully rounded view of your information architecture.

3. Product introduction phase

You’ve launched your product, wahoo! And you’re ready for your first real life, real time users. Now it’s time to optimize your product experience. To do this, you’ll need to understand how your new users actually use your product.

Qualitative Research Methods

Usability testing involves testing a product with users. Typically it involves observing users as they try to follow and complete a series of tasks. As a result you can evaluate if the design is intuitive and if there are any usability problems.

User Interviews - A user interview is designed to get a deeper understanding of a particular topic. Unlike a usability test, where you’re more likely to be focused on how people use your product, a user interview is a guided conversation aimed at better understanding your users. This means you’ll be capturing details like their background, pain points, goals and motivations.

Quantitative Research Methods

A/B Testing is a way to compare two versions of a design in order to work out which is more effective. It’s typically used to test two versions of the same webpage, for example, using a different headline, image or call to action to see which one converts more effectively. This method offers a way to validate smaller design choices where you might not have the data to make an informed decision, like the color of a button or the layout of a particular image.

Flick-click testing shows you where people click first when trying to complete a task on a website. In most cases, first-click testing is performed on a very simple wireframe of a website, but it can also be carried out on a live website using a tool like first-time clicking.

4. Growth and maturity phase

If you’ve reached the growth stage, fantastic news! You’ve built a great product that’s been embraced by your users. Next on your to-do list is growing your product by increasing your user base and then eventually reaching maturity and making a profit on your hard work.

Growing your product involves building new or advanced features to satisfy specific customer segments. As you plan and build these enhancements, go through the same research and testing process you used to create the first release. The same holds true for enhancements as well as a new product build — user research ensures you’re building the right thing in the best way for your customers.

Qualitative research methods

User interviews will focus on how your product is working or if it’s missing any features, enriching your knowledge about your product and users.

It allows you to test your current features, discover new possibilities for additional features and think about discarding  existing ones. If your customers aren’t using certain features, it might be time to stop supporting them to reduce costs and help you grow your profits during the maturity stage.

Quantitative research methods

Surveys and questionnaires can help gather information around which features will work best for your product, enhancing and improving the user experience. 

A/B testing during growth and maturity occurs within your sales and onboarding processes. Making sure you have a smooth onboarding process increases your conversion rate and reduces wasted spend — improving your bottom line.

Final Thoughts: Why Continuous UX Research Matters

UX research testing throughout the lifecycle of your product helps you continuously evolve and develop a product that responds to what really matters - your users.

Talking to, testing, and knowing your users will allow you to push your product in ways that make sense with the data to back up decisions. Go forth and create the product that meets your organizations needs by delivering the very best user experience for your users.

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1 min read

Mixed methods research in 2021

User experience research is super important to developing a product that truly engages, compels and energises people. We all want a website that is easy to navigate, simple to follow and compels our users to finish their tasks. Or an app that supports and drives engagement.

We’ve talked a lot about the various types of research tools that help improve these outcomes. 

There is a rising research trend in 2021.

Mixed method research - what is more compelling than these user research quantitative tools? Combining these with awesome qualitative research! Asking the same questions in various ways can provide deeper insights into how our users think and operate. Empowering you to develop products that truly talk to your users, answer their queries or even address their frustrations.

Though it isn’t enough to simply ‘do research’, as with anything you need to approach it with strategy, focus and direction. This will funnel your time, money and energy into areas that will generate the best results.

Mixed Method UX research is the research trend of 2021

With the likes of Facebook, Amazon, Etsy, eBay, Ford and many more big organizations offering newly formed job openings for mixed methods researchers it becomes very obvious where the research trend is heading.

It’s not only good to have, but now becoming imperative, to gather data, dive deeper and generate insights that provide more information on our users than ever before. And you don't need to be Facebook to reap the benefits. Mixed method research can be implemented across the board and can be as narrow as finding out how your homepage is performing through to analysing in depth the entirety of your product design.

And with all of these massive organizations making the move to increase their data collection and research teams. Why wouldn’t you?

The value in mixed method research is profound. Imagine understanding what, where, how and why your customers would want to use your service. And catering directly for them. The more we understand our customers, the deeper the relationship and the more likely we are to keep them engaged.

Although of course by diving deep into the reasons our users like (or don’t like) how our products operate can drive your organization to target and operate better at a higher level. Gearing your energies to attracting and keeping the right type of customer, providing the right level of service and after care. Potentially reducing overheads, by not delivering to expected levels.

What is mixed method research?

Mixed methods research isn’t overly complicated, and doesn’t take years for you to master. It simply is a term used to refer to using a combination of quantitative and qualitative data. This may mean using a research tool such as card sorting alongside interviews with users. 

Quantitative research is the tangible numbers and metrics that can be gathered through user research such as card sorting or tree testing.

Qualitative research is research around users’ behaviour and experiences. This can be through usability tests, interviews or surveys.

For instance you may be asking ‘how should I order the products on my site?’. With card sorting you can get the data insights that will inform how a user would like to see the products sorted. Coupled with interviews you will get the why.

Understanding the thinking behind the order, and why one user likes to see gym shorts stored under shorts and another would like to see them under active wear. With a deeper understanding of how and why users decide how content should be sorted are made will create a highly intuitive website. 

Another great reason for mixed method research would be to back up data insights for stakeholders. With a depth and breadth of qualitative and quantitative research informing decisions, it becomes clearer why changes may need to be made, or product designs need to be challenged.

How to do mixed method research

Take a look at our article for more examples of the uses of mixed method research. 

Simply put mixed method research means coupling quantitative research, such as tree testing, card sorting or first click testing, with qualitative research such as surveys, interviews or diary entry.

Say, for instance, the product manager has identified that there is an issue with keeping users engaged on the homepage of your website. We would start with asking where they get stuck, and when they are leaving.

This can be done using a first-click tool, such as Chalkmark, which will map where users head when they land on your homepage and beyond. 

This will give you the initial qualitative data. However, it may only give you some of the picture. Coupled with qualitative data, such as watching (and reporting on) body language. Or conducting interviews with users directly after their experience so we can understand why they found the process confusing or misleading.

A fuller picture, means a better understanding.

Key is to identify what your question is and honing in on this through both methods. Ultimately, we are answering your question from both sides of the coin.

Upcoming research trends to watch

Keeping an eye on the progression of the mixed method research trend, will mean keeping an eye on these:

1. Integrated Surveys

Rather than thinking of user surveys as being a one time, in person event, we’re seeing more and more often surveys being implemented through social media, on websites and through email. This means that data can be gathered frequently and across the board. This longitude data allows organizations to continuously analyse, interpret and improve products without really ever stopping. 

Rather than relying on users' memories for events and experiences data can be gathered in the moment. At the time of purchase or interaction. Increasing the reliability and quality of the data collected. 

2. Return to the social research

Customer research is rooted in the focus group. The collection of participants in one space, that allows them to voice their opinions and reach insights collectively. This did used to be an overwhelming task with days or even weeks to analyse unstructured forums and group discussions.

However, now with the advent of online research tools this can also be a way to round out mixed method research.

3. Co-creation

The ability to use your customers input to build better products. This has long been thought a way to increase innovative development. Until recently it too has been cumbersome and difficult to wrangle more than a few participants. But, there are a number of resources in development that will make co-creation the buzzword of the decade.

4. Owned Panels & Community

Beyond community engagement in the social sphere. There is a massive opportunity to utilise these engaged users in product development. Through a trusted forum, users are far more likely to actively and willingly participate in research. Providing insights into the community that will drive stronger product outcomes.

What does this all mean for me

So, there is a lot to keep in mind when conducting any effective user research. And there are a lot of very compelling reasons to do mixed method research and do it regularly. 

To remain innovative, and ahead of the ball it remains very important to be engaged with your users and their needs. Using qualitative and qualitative research to inform product decisions means you can operate knowing a fuller picture.

One of the biggest challenges with user research can be the coordination and participant recruitment. That’s where we come in.

Taking the pain out of the process and streamlining your research. Take a look at our Qualitative Research option, Reframer. Giving you an insight into how we can help make your mixed method research easier and analyse your data efficiently and in a format that is easy to understand.

User research doesn’t need to take weeks or months. With our participant recruitment we can provide reliable and quality participants across the board that will provide data you can rely on.

Why not get in deeper with mixed method research today!

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1 min read

Moderated vs unmoderated research: which approach is best?

Knowing and understanding why and how your users use your product is invaluable for getting to the nitty gritty of usability. Delving deep with probing questions into motivation or skimming over looking for issues can equally be informative. 

Put super simply, usability testing literally is testing how usable your product is for your users. If your product isn’t usable users often won’t complete their task, let alone come back for more. No one wants to lose users before they even get started. Usability testing gets under their skin and really into the how, why and what they want (and equally what they don’t).

As we have been getting used to video calling regularly and using the internet for interactions, usability testing has followed suit. Being able to access participants remotely has allowed us to diversify the participant pool by not being restricted to those that are close enough to be in-person. This has also allowed an increase in the number of participants per test, as it becomes more cost-effective to perform remote usability testing.

But if we’re remote, does this mean it can’t be moderated? No - remote testing, along with modern technology, can mean that remote testing can be facilitated and moderated. But what is the best method - moderated or unmoderated?

What is moderated remote research testing?

In traditional usability testing, moderated research is done in person. With the moderator and the participant in the same physical space. This, of course, allows for conversation and observational behavioral monitoring. Meaning the moderator can note not only what the participant answers but how and even make note of the body language, surroundings, and other influencing factors. 

This has also meant that traditionally, the participant pool has been limited to those that can be available (and close enough) to make it into a facility for testing. And being in person has meant it takes time (and money) to perform these tests.

As technology has moved along and the speed of internet connections and video calling has increased, this has opened up a world of opportunities for usability testing. Allowing usability testing to be done remotely. Moderators can now set up testing remotely and ‘dial in’ to observe participants anywhere they are. And potentially even running focus groups or other testing in a group format across the internet. 

Pros of moderated remote research testing:

- In-depth gathering of insights through a back-and-forth conversation and observing of the participants.

- Follow-up questions don’t underestimate the value of being available to ask questions throughout the testing. And following up in the moment.

- Observational monitoring noticing and noting the environment and how the participants are behaving, can give more insight into how or why they choose to make a decision.

- Quick remote testing can be quicker to start, find participants, and complete than in-person. This is because you only need to set up a time to connect via the internet, rather than coordinating travel times, etc.

- Location (local and/or international) Testing online removes reliance on participants being physically present for the testing. This broadens your ability to broaden the pool, and participants can be either within your country or global. 

Cons of moderated remote research testing:

- Time-consuming having to be present at each test takes time. As does analyzing the data and insights generated. But remember, this is quality data.

- Limited interactions with any remote testing there is only so much you can observe or understand across the window of a computer screen. It can be difficult to have a grasp on all the factors that might be influencing your participants.

What is unmoderated remote research testing?

In its most simple sense, unmoderated user testing removes the ‘moderated’ part of the equation. Instead of having a facilitator guide participants through the test, participants are left to complete the testing by themselves and in their own time. For the most part, everything else stays the same. 

Removing the moderator, means that there isn’t anyone to respond to queries or issues in the moment. This can either delay, influence, or even potentially force participants to not complete or maybe not be as engaged as you may like. Unmoderated research testing suits a very simple and direct type of test. With clear instructions and no room for inference. 

Pros of unmoderated remote research testing:

- Speed and turnaround,  as there is no need to schedule meetings with each and every participant. Unmoderated usability testing is usually much faster to initiate and complete.

- Size of study (participant numbers) unmoderated usability testing allows you to collect feedback from dozens or even hundreds of users at the same time. 


- Location (local and/or international) Testing online removes reliance on participants being physically present for the testing, which broadens your participant pool.  And unmoderated testing means that it literally can be anywhere while participants complete the test in their own time.

Cons of unmoderated remote research testing:

- Follow-up questions as your participants are working on their own and in their own time, you can’t facilitate and ask questions in the moment. You may be able to ask limited follow-up questions.

- Products need to be simple to use unmoderated testing does not allow for prototypes or any product or site that needs guidance. 

- Low participant support without the moderator any issues with the test or the product can’t be picked up immediately and could influence the output of the test.

When should you do moderated vs unmoderated remote usability testing?

Each moderated and unmoderated remote usability testing have its use and place in user research. It really depends on the question you are asking and what you are wanting to know.

Moderated testing allows you to gather in-depth insights, follow up with questions, and engage the participants in the moment. The facilitator has the ability to guide participants to what they want to know, to dig deeper, or even ask why at certain points. This method doesn’t need as much careful setup as the participants aren’t on their own. While this is all done online, it does still allow connection and conversation. This method allows for more investigative research. Looking at why users might prefer one prototype to another. Or possibly tree testing a new website navigation to understand where they might get lost and querying why the participant made certain choices.

Unmoderated testing, on the other hand, is literally leaving the participants to it. This method needs very careful planning and explaining upfront. The test needs to be able to be set and run without a moderator. This lends itself more to wanting to know a direct answer to a query. Such as a card sort on a website to understand how your users might sort information. Or a first click to see how/where users will click on a new website.

Planning your next user test? Here’s how to choose the right method

With the ability to expand our pool of participants across the globe with all of the advances (and acceptance of) technology and video calling etc, the ability to expand our understanding of users’ experiences is growing. Remote usability testing is a great option when you want to gather information from users in the real world. Depending on your query, moderated or unmoderated usability testing will suit your study. As with all user testing, being prepared and planning ahead will allow you to make the most of your test.

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