Enhancing Internal Communication & Efficiency
Project Type:
Master’s Project, University of Toronto
– INF2176 Information Management in Organizations
Collaborators:
Minglan Kang, Mingting Chen, Yuan Li, Peijia Li, Yixin Guo
Tool:
Figma
Introduction
Project Overview
This project focused on designing an intranet for a large retail company, and we chose IKEA as our project topic. Our goal was to design an intranet for a large retail company, and we chose IKEA as our case study. The project focused on improving internal communication, information organization, and operational efficiency for IKEA employees through a structured intranet redesign.
My Role
Information Architecture (IA) Design: Structured the content hierarchy for easy navigation.
User Interface (UI) Design: Created high-fidelity mockups in Figma.
Functionality Planning: Defined key features to improve workflow efficiency.
Research & Analysis
Our research process followed these key stages:
Research Process
Industry Analysis
Reviewed reports from LumApps, Axero, and Staffbase to understand best practices in intranet design.
Case Study Review
Examined IKEA’s corporate structure and intranet challenges using academic and industry case studies.
Existing System Analysis
Analyzed an IKEA intranet breakdown PPT from a current employee,
Identifying strengths and limitations of the current system.
Functional Requirements Definition
Based on findings, we outlined essential features that would improve communication, accessibility, and security.
Findings
Information Overload: Employees struggle to find relevant content quickly.
Limited Collaboration Tools: Lack of interactive features for knowledge-sharing.
Inconsistent User Experience: Different departments require tailored access to information.
Security & Role-Based Access: Ensuring sensitive data is available only to authorized users.
User Flow
To visualize how employees interact with the intranet, we created a user flow diagram that outlines key touchpoints and task completion pathways. This diagram helps illustrate how different user roles navigate through the system to access necessary resources efficiently.
Wireframe
After gaining a full understanding of the user flow, we created wireframes in Figma to ensure a seamless and responsive experience for employees navigating the intranet.
Final Design
Homepage
The homepage provides a structured, user-friendly layout that ensures employees can effortlessly access essential tools, announcements, and company updates.
Poll Feature:
Encourages engagement by allowing employees to share feedback seamlessly, fostering a more interactive and responsive intranet experience.
Store Operation
The Store Operation page provides a structured inventory management system, real-time sales insights, and campaign performance tracking, ensuring employees can efficiently manage stock levels and sales data.
Inventory Status & Restocking
Provides real-time inventory updates and automated restocking suggestions based on sales trends, helping employees maintain optimal stock levels.
Training & Development
The Training & Development page provides employees with personalized learning resources, career growth insights, and skill-enhancement opportunities through interactive training modules and workshops.
My Career Path Dashboard
Empowers employees with real-time progress tracking by displaying work hours, sales performance, and customer feedback, encouraging continuous professional development.
Payroll & Benefits
The Payroll & Benefits page simplifies access to payroll details, tax documents, and employee benefits, ensuring a seamless and transparent experience for employees managing their financial and workplace perks.
Common Questions Section
Reduces information overload by providing quick answers to frequently asked payroll and benefits inquiries, allowing employees to find essential information without navigating multiple pages.
Community Hub
The Community Hub fosters workplace connections by integrating staff directories, recent contacts, and social interaction spaces, creating a more engaging and collaborative work environment.
Social Corner
Encourages knowledge-sharing and engagement by providing employees a space to connect over shared interests, enhancing workplace culture and collaboration.
Conclusion
Through this project, I gained valuable insights into enterprise UX, information architecture, and intranet design principles. While we didn’t conduct direct user interviews, leveraging industry research allowed us to build a data-informed, scalable intranet solution tailored for a retail giant like IKEA.