October 31, 2024
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Ready for take-off: Best practices for creating and launching remote user research studies

"Hi Optimal Work,I was wondering if there are some best practices you stick to when creating or sending out different UX research studies (i.e. Card sorts, Prototyye Test studies, etc)? Thank you! Mary"

Indeed I do! Over the years I’ve learned a lot about creating remote research studies and engaging participants. That experience has taught me a lot about what works, what doesn’t and what leaves me refreshing my results screen eagerly anticipating participant responses and getting absolute zip. Here are my top tips for remote research study creation and launch success!

Creating remote research studies

Use screener questions and post-study questions wisely

Screener questions are really useful for eliminating participants who may not fit the criteria you’re looking for but you can’t exactly stop them from being less than truthful in their responses. Now, I’m not saying all participants lie on the screener so they can get to the activity (and potentially claim an incentive) but I am saying it’s something you can’t control. To help manage this, I like to use the post-study questions to provide additional context and structure to the research.

Depending on the study, I might ask questions to which the answers might confirm or exclude specific participants from a specific group. For example, if I’m doing research on people who live in a specific town or area, I’ll include a location based question after the study. Any participant who says they live somewhere else is getting excluded via that handy toggle option in the results section. Post-study questions are also great for capturing additional ideas and feedback after participants complete the activity as remote research limits your capacity to get those — you’re not there with them so you can’t just ask. Post-study questions can really help bridge this gap. Use no more than five post-study questions at a time and consider not making them compulsory.

Do a practice run

No matter how careful I am, I always miss something! A typo, a card with a label in the wrong case, forgetting to update a new version of an information architecture after a change was made — stupid mistakes that we all make. By launching a practice version of your study and sharing it with your team or client, you can stop those errors dead in their tracks. It’s also a great way to get feedback from the team on your work before the real deal goes live. If you find an error, all you have to do is duplicate the study, fix the error and then launch. Just keep an eye on the naming conventions used for your studies to prevent the practice version and the final version from getting mixed up!

Sending out remote research studies

Manage expectations about how long the study will be open for

Something that has come back to bite me more than once is failing to clearly explain when the study will close. Understandably, participants can be left feeling pretty annoyed when they mentally commit to complete a study only to find it’s no longer available. There does come a point when you need to shut the study down to accurately report on quantitative data and you’re not going to be able to prevent every instance of this, but providing that information upfront will go a long way.

Provide contact details and be open to questions

You may think you’re setting yourself up to be bombarded with emails, but I’ve found that isn’t necessarily the case. I’ve noticed I get around 1-3 participants contacting me per study. Sometimes they just want to tell me they completed it and potentially provide additional information and sometimes they have a question about the project itself. I’ve also found that sometimes they have something even more interesting to share such as the contact details of someone I may benefit from connecting with — or something else entirely! You never know what surprises they have up their sleeves and it’s important to be open to it. Providing an email address or social media contact details could open up a world of possibilities.

Don’t forget to include the link!

It might seem really obvious, but I can’t tell you how many emails I received (and have been guilty of sending out) that are missing the damn link to the study. It happens! You’re so focused on getting that delivery right and it becomes really easy to miss that final yet crucial piece of information.

To avoid this irritating mishap, I always complete a checklist before hitting send:

  • Have I checked my spelling and grammar?
  • Have I replaced all the template placeholder content with the correct information?
  • Have I mentioned when the study will close?
  • Have I included contact details?
  • Have I launched my study and received confirmation that it is live?
  • Have I included the link to the study in my communications to participants?
  • Does the link work? (yep, I’ve broken it before)

General tips for both creating and sending out remote research studies

Know your audience

First and foremost, before you create or disseminate a remote research study, you need to understand who it’s going to and how they best receive this type of content. Posting it out when none of your followers are in your user group may not be the best approach. Do a quick brainstorm about the best way to reach them. For example if your users are internal staff, there might be an internal communications channel such as an all-staff newsletter, intranet or social media site that you can share the link and approach content to.

Keep it brief

And by that I’m talking about both the engagement mechanism and the study itself. I learned this one the hard way. Time is everything and no matter your intentions, no one wants to spend more time than they have to. Even more so in situations where you’re unable to provide incentives (yep, I’ve been there). As a rule, I always stick to no more than 10 questions in a remote research study and for card sorts, I’ll never include more than 60 cards. Anything more than that will see a spike in abandonment rates and of course only serve to annoy and frustrate your participants. You need to ensure that you’re balancing your need to gain insights with their time constraints.

As for the accompanying approach content, short and snappy equals happy! In the case of an email, website, other social media post, newsletter, carrier pigeon etc, keep your approach spiel to no more than a paragraph. Use an audience appropriate tone and stick to the basics such as: a high level sentence on what you’re doing, roughly how long the study will take participants to complete, details of any incentives on offer and of course don’t forget to thank them.

Set clear instructions

The default instructions in Optimal Workshop’s suite of tools are really well designed and I’ve learned to borrow from them for my approach content when sending the link out. There’s no need for wheel reinvention and it usually just needs a slight tweak to suit the specific study. This also helps provide participants with a consistent experience and minimizes confusion allowing them to focus on sharing those valuable insights!

Create a template

When you’re on to something that works — turn it into a template! Every time I create a study or send one out, I save it for future use. It still needs minor tweaks each time, but I use them to iterate my template.What are your top tips for creating and sending out remote user research studies? Comment below!

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From Exposition to Resolution: Looking at User Experience as a Narrative Arc

“If storymapping could unearth patterns and bring together a cohesive story that engages audiences in the world of entertainment and film, why couldn’t we use a similar approach to engage our audiences?’Donna Lichaw and Lis Hubert

User Experience work makes the most sense to me in the context of storytelling. So when I saw Donna Lichaw and Lis Hubert’s presentation on storymapping at edUi recently, it resonated. A user’s path through a website can be likened to the traditional storytelling structure of crisis or conflict, exposition — and even a climax or two.

The narrative arc and the user experience

So just how can the same structure that suits fairytales help us to design a compelling experience for our customers? Well, storyboarding is an obvious example of how UX design and storytelling mesh. A traditional storyboard for a movie or TV episode lays out sequential images to help visualize what the final production will show. Similarly, we map out users' needs and journeys via wireframes, sketches, and journey maps, all the while picturing how people will actually interact with the product.

But the connection between storytelling and the user experience design process goes even deeper than that. Every time a user interacts with our website or product, we get to tell them a story. And a traditional literary storytelling structure maps fairly well to just how users interact with the digital stories we’re telling.Hence Donna and Lis’ conception of storymapping as ‘a diagram that maps out a story using a traditional narrative structure called a narrative arc.’ They concede that while ‘using stories in UX design...is nothing new’, a ‘narrative-arc diagram could also help us to rapidly assess content strengths, weaknesses, and opportunities.’

Storytelling was a common theme at edUI

The edUi conference in Richmond, Virginia brought together an assembly of people who produce websites or web content for large institutions. I met people from libraries, universities, museums, various levels of government, and many other places. The theme of storytelling was present throughout, both explicitly and implicitly.Keynote speaker Matt Novak from Paleofuture talked about how futurists of the past tried to predict the future, and what we can learn from the stories they told. Matthew Edgar discussed what stories our failed content tell — what story does a 404 page tell? Or a page telling users they have zero search results? Two great presentations that got me thinking about storytelling in a different way.

Ultimately, it all clicked for me when I attended Donna and Lis’ presentation ‘Storymapping: A Macguyver Approach to Content Strategy’ (and yes, it was as compelling as the title suggests). They presented a case study of how they applied a traditional narrative structure to a website redesign process. The basic story structure we all learned in school usually includes a pretty standard list of elements. Donna and Lis had tweaked the definitions a bit, and applied them to the process of how users interact with web content.

Points on the Narrative Arc (from their presentation)

narrative arc UX

Exposition — provides crucial background information and often ends with ‘inciting incident’ kicking off the rest of the story

Donna and Lis pointed out that in the context of doing content strategy work, the inciting incident could be the problem that kicks off a development process. I think it can also be the need that brings users to a website to begin with.

Rising Action — Building toward the climax, users explore a website using different approaches

Here I think the analogy is a little looser. While a story can sometimes be well-served by a long and winding rising action, it’s best to keep this part of the process a bit more straightforward in web work. If there’s too much opportunity for wandering, users may get lost or never come back.

Crisis / Climax — The turning point in a story, and then when the conflict comes to a peak

The crisis is what leads users to your site in the first place — a problem to solve, an answer to find, a purchase to make. And to me the climax sounds like the aha! moment that we all aspire to provide, when the user answers their question, makes a purchase, or otherwise feels satisfied from using the site. If a user never gets to this point, their story just peters out unresolved. They’re forced to either begin the entire process again on your site (now feeling frustrated, no doubt), or turn to a competitor.

Falling Action — The story or user interaction starts to wind down and loose ends are tied up

A confirmation of purchase is sent, or maybe the user signs up for a newsletter.

Denouement / Resolution — The end of the story, the main conflict is resolved

The user goes away with a hopefully positive experience, having been able to meet their information or product needs. If we’re lucky, they spread the word to others!Check out Part 2 of Donna and Lis' three-part article on storymapping.  I definitely recommend exploring their ideas in more depth, and having a go at mapping your own UX projects to the above structure.

A word about crises. The idea of a ‘crisis’ is at the heart of the narrative arc. As we know from watching films and reading novels, the main character always has a problem to overcome. So crisis and conflict show up a few times through this process.While the word ‘crisis’ carries some negative connotations (and that clearly applies to visiting a terribly designed site!), I think it can be viewed more generally when we apply the term to user experience. Did your user have a crisis that brought them to your site? What are they trying to resolve by visiting it? Their central purpose can be the crisis that gives rise to all the other parts of their story.

Why storymapping to a narrative arc is good for your design

Mapping a user interaction along the narrative arc makes it easy to spot potential points of frustration, and also serves to keep the inciting incident or fundamental user need in the forefront of our thinking. Those points of frustration and interaction are natural fits for testing and further development.

For example, if your site has a low conversion rate, that translates to users never hitting the climactic point of their story. It might be helpful to look at their interactions from the earlier phases of their story before they get to the climax. Maybe your site doesn’t clearly establish its reason for existing (exposition), or it might be too hard for users to search and explore your content (rising action).Guiding the user through each phase of the structure described above makes it more difficult to skip an important part of how our content is found and used.

We can ask questions like:

  • How does each user task fit into a narrative structure?
  • Are we dumping them into the climax without any context?
  • Does the site lack a resolution or falling action?
  • How would it feel to be a user in those situations?

These questions bring up great objectives for qualitative testing — sitting down with a user and asking them to show us their story.

What to do before mapping to narrative arc

Many sessions at edUi also touched on analytics or user testing. In crafting a new story, we can’t ignore what’s already in place — especially if some of it is appreciated by users. So before we can start storymapping the user journey, we need to analyze our site analytics, and run quantitative and qualitative user tests. This user research will give us insights into what story we’re already telling (whether it’s on purpose or not).

What’s working about the narrative, and what isn’t? Even if a project is starting from scratch on a new site, your potential visitors will bring stories of their own. It might be useful to check stats to see if users leave early on in the process, during the exposition phase. A high bounce rate might mean a page doesn't supply that expositional content in a way that's clear and engaging to encourage further interaction.Looking at analytics and user testing data can be like a movie's trial advance screening — you can establish how the audience/users actually want to experience the site's content.

How mapping to the narrative arc is playing out in my UX practice

Since I returned from edUi, I've been thinking about the narrative structure constantly. I find it helps me frame user interactions in a new way, and I've already spotted gaps in storytelling that can be easily filled in. My attention instantly went to the many forms on our site. What’s the Rising Action like at that point? Streamlining our forms and using friendly language can help keep the user’s story focused and moving forward toward clicking that submit button as a climax.

I’m also trying to remember that every user is the protagonist of their own story, and that what works for one narrative might not work for another. I’d like to experiment with ways to provide different kinds of exposition to different users. I think it’s possible to balance telling multiple stories on one site, but maybe it’s not the best idea to mix exposition for multiple stories on the same page.And I also wonder if we could provide cues to a user that direct them to exposition for their own inciting incident...a topic for another article perhaps.What stories are you telling your users? Do they follow a clear arc, or are there rough transitions? These are great questions to ask yourself as you design experiences and analyze existing ones. The edUi conference was a great opportunity to investigate these ideas, and I can’t wait to return next year.

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Product Roadmap Update

At Optimal Workshop, we're dedicated to building the best user research platform to empower you with the tools to better understand your customers and create intuitive digital experiences. We're thrilled to announce some game-changing updates and new products that are on the horizon to help elevate the way you gather insights and keep customers at the heart of everything you do. 

What’s new…

Integration with Figma 🚀

Last month, we joined forces with design powerhouse Figma to launch our integration. You can import images from Figma into Chalkmark (our click-testing tool) in just a few clicks, streamlining your workflows and getting insights to make decisions based on data not hunches and opinions.  

What’s coming next…

Session Replays 🧑‍💻

With session replay you can focus on other tasks while Optimal Workshop automatically captures card sort sessions for you to watch in your own time.  Gain valuable insights into how participants engage and interpret a card sort without the hassle of running moderated sessions. The first iteration of session replays captures the study interactions, and will not include audio or face recording, but this is something we are exploring for future iterations. Session replays will be available in tree testing and click-testing later in 2024.  

Reframer Transcripts 🔍

Say goodbye to juggling note-taking and hello to more efficient ways of working with Transcripts! We're continuing to add more capability to Reframer, our qualitative research tool, to now include the importing of interview transcripts. Save time, reduce human errors and oversights by importing transcripts, tagging and analyzing observations all within Reframer. We’re committed to build on transcripts with video and audio transcription capability in the future,  we’ll keep you in the loop and when to expect those releases. 

Prototype testing 🧪

The team is fizzing to be working on a new Prototype testing product designed to expand your research methods and help test prototypes easily from the Optimal Workshop platform. Testing prototypes early and often is an important step in the design process, saving you time and money before you invest too heavily in the build. We are working with customers and on delivering the first iteration of this exciting new product. Stay tuned for Prototypes coming in the second quarter of 2024.   

Workspaces 🎉

Making Optimal Workshop easier for large organizations to manage teams and collaborate more effectively on projects is a big focus for 2024. Workspaces are the first step towards empowering organizations to better manage multiple teams with projects. Projects will allow greater flexibility on who can see what, encouraging working in the open and collaboration alongside the ability to make projects private. The privacy feature is available on Enterprise plans.

Questions upgrade❓

Our survey product Questions is in for a glow up in 2024 💅. The team are enjoying working with customers, collecting and reviewing feedback on how to improve Questions and will be sharing more on this in the coming months. 

Help us build a better Optimal Workshop

We are looking for new customers to join our research panel to help influence product development. From time to time, you’ll be invited to join us for interviews or surveys, and you’ll be rewarded for your time with a thank-you gift.  If you’d like to join the team, email product@optimalworkshop.com

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A quick analysis of feedback collected with OptimalSort

Card sorting is an invaluable tool for understanding how people organize information in their minds, making websites more intuitive and content easier to navigate. It’s a useful method outside of information architecture and UX research, too. It can be a useful prioritization technique, or used in a more traditional sense. For example, it’s handy in psychology, sociology or anthropology to inform research and deepen our understanding of how people conceptualize information.

The introduction of remote card sorting has provided many advantages, making it easier than ever to conduct your own research. Tools such as our very own OptimalSort allow you to quickly and easily gather findings from a large number of participants from all around the world. Not having to organize moderated, face-to-face sessions gives researchers more time to focus on their work, and easier access to larger data sets.

One of the main disadvantages of remote card sorting is that it eliminates the opportunity to dive deeper into the choices made by your participants. Human conversation is a great thing, and when conducting a remote card sort with users who could potentially be on the other side of the world, opportunities for our participants to provide direct feedback and voice their opinions are severely limited.Your survey design may not be perfect.

The labels you provide your participants may be incorrect, confusing or redundant. Your users may have their own ideas of how you could improve your products or services beyond what you are trying to capture in your card sort. People may be more willing to provide their feedback than you realize, and limiting their insights to a simple card sort may not capture all that they have to offer.So, how can you run an unmoderated, remote card sort, but do your best to mitigate this potential loss of insight?

A quick look into the data

In an effort to evaluate the usefulness of the existing “Leave a comment” feature in OptimalSort, I recently asked our development team to pull out some data.You might be asking “There’s a comment box in OptimalSort?”If you’ve never noticed this feature, I can’t exactly blame you. It’s relatively hidden away as an unassuming hyperlink in the top right corner of your card sort.

OptimalSortCommentBox1

OptimalSortCommentBox2

Comments left by your participants can be viewed in the “Participants” tab in your results section, and are indicated by a grey speech bubble.

OptimalSortSpeechBubble

The history of the button is unknown even to long-time Optimal Workshop team members. The purpose of the button is also unspecified. “Why would anyone leave a comment while participating in a card sort?”, I found myself wondering.As it turns out, 133,303 comments have been left by participants. This means 133,303 insights, opinions, critiques or frustrations. Additionally, these numbers only represent the participants who noticed the feature in the first place. Considering the current button can easily be missed when focusing on the task at hand, I can’t help but wonder how this number might change if we drew more attention to the feature.

Breaking down the comments

To avoid having to manually analyze and code 133,303 open text fields, I decided to only spend enough time to decipher any obvious patterns. Luckily for me, this didn’t take very long. After looking at only a hundred or so random entries, four distinct types of comments started to emerge.

  1. This card/group doesn’t make sense.Comments related to cards and groups dominate. This is a great thing, as it means that the majority of comments made by participants relate specifically to the task they are completing. For closed and hybrid sorts, comments frequently relate to the predefined categories available, and since the participants most likely to leave a comment are those experiencing issues, the majority of the feedback relates to issues with category names themselves. Many comments are related to card labels and offer suggestions for improving naming conventions, while many others draw attention to some terms being confusing, unclear or jargony. Comments on task length can also be found, along with reasons for why certain cards may be left ungrouped, e.g., “I’ve left behind items I think the site could do without”.
  2. Your organization is awesome for doing this/you’re doing it all wrong. A substantial number of participants used the comment box as an opportunity to voice their general feedback on the organization or company running the study. Some of the more positive comments include an appreciation for seeing private companies or public sector organizations conducting research with real users in an effort to improve their services. It’s also nice to see many comments related to general enjoyment in completing the task.On the other hand, some participants used the comment box as an opportunity to comment on what other areas of their services should be improved, or what features they would like to see implemented that may otherwise be missed in a card sort, e.g., “Increased, accurate search functionality is imperative in a new system”.
  3. This isn’t working for me. Taking a closer look at some of the comments reveals some useful feedback for us at Optimal Workshop, too. Some of the comments relate specifically to UI and usability issues. The majority of these issues are things we are already working to improve or have dealt with. However, for researchers, comments that relate to challenges in using the tool or completing the survey itself may help explain some instances of data variability.
  4. #YOLO, hello, ;) And of course, the unrelated. As you may expect, when you provide people with the opportunity to leave a comment online, you can expect just about anything in return.

How to make the most of your user insights in OptimalSort

If you’re running a card sort, chances are you already place a lot of value in the voice of your users. To ensure you capture any additional insights, it’s best to ensure your participants are aware of the opportunity to do so. Here are two ways you may like to ensure your participants have a space to voice their feedback:

Adding more context to the “Leave a comment” feature

One way to encourage your participants to leave comments is to promote the use of the this feature in your card sort instructions. OptimalSort gives you flexibility to customize your instructions every time you run a survey. By making your participants aware of the feature, or offering ideas around what kinds of comments you may be looking for, you not only make them more likely to use the feature, but also open yourself up to a whole range of additional feedback. An advantage of using this feature is that comments can be added in real time during a card sort, so any remarks can be made as soon as they arise.

Making use of post-survey questions

Adding targeted post-survey questions is the best way to ensure your participants are able to voice any thoughts or concerns that emerged during the activity. Here, you can ask specific questions that touch upon different aspects of your card sort, such as length, labels, categories or any other comments your participants may have. This can not only help you generate useful insights but also inform the design of your surveys in the future.

Make your remote card sorts more human

Card sorts are exploratory by nature. Avoid forcing your participants into choices that may not accurately reflect their thinking by giving them the space to voice their opinions. Providing opportunities to capture feedback opens up the conversation between you and your users, and can lead to surprising insights from unexpected places.

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