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Case study
How we transformed the Group Executive Team (GET) portal from a fragmented, manual system into a streamlined, user-friendly microsite. By centralising documentation and assets, we reduced inefficiencies, improved accessibility, and empowered over 200 leaders with real-time access to vital resources. This transformation enhanced leadership connectivity, ensuring that GET meetings extended their impact year-round.
UX/UI and Delivery Lead
Desktop and mobile
May 2023
We conducted seven qualitative interviews with key stakeholders to uncover user pain points and needs, leading to unexpected insights.
We converted a fragmented Word document into a structured microsite, steamlining access to essential resources, making it more organised, discoverable, and user-friendly.
With no existing structure in place, we defined and implemented the portal’s information architecture from the ground up. This ensured intuitive navigation and easy access to relevant content, improving usability and engagement.
We provided recommendations for clear, concise, and engaging microcopy throughout the portal. This ensured that instructions, labels, and content were easy to understand, guiding users seamlessly through the experience.
We actively engaged with stakeholders throughout the project, aligning the portal with organisational goals. Their feedback informed key decisions, ensuring the final solution addressed their needs effectively.
To ensure the portal’s long-term success, we created a Creator’s Handbook for key content owners. This guide provided training on how to add, update, and maintain content, ensuring that the portal remained relevant and up-to-date as the organisation evolved.
The revamped GET portal became the go-to platform for all members, consolidating key resources in one accessible place.
By reducing the need for ad-hoc communications, the portal improved alignment within the GET team before, during, and after meetings.
Leaders now have on-demand access to essential materials, enabling informed decision-making at any time.
The portal fosters seamless collaboration, strengthening engagement and overall organisational effectiveness.
The GET portal was initially conceived as a content repository to serve the communication needs of over 200 leaders. However, the group faced significant challenges with fragmented information, outdated resources, and inefficient manual processes. The objective was to consolidate resources, improve accessibility, and empower team members to engage more effectively with the content and with one another.
The initial system for the GET portal was overly manual, cumbersome, and user-unfriendly, making it difficult for over 200 leaders to access and share critical information. Documentation was often outdated or duplicated, requiring members to sift through emails to find necessary content. The lack of a centralised and reliable source of information led to inefficiencies, miscommunication, and frustration among the leaders.
We reimagined the GET portal as a unified space for ongoing communication and collaboration. Key steps in the portal’s evolution included:
Reframing the portal's purpose
From a simple repository to a year-round hub for connectivity, strengthening relationships beyond the meetings.
New member integration
Created a dedicated space to help new members quickly understand their role and integrate into the team.
Empowering members
Provided enhanced access to up-to-date resources, allowing members to easily leverage the content.
Bridging post-meeting connections
The portal enabled members to reconnect with presenters and peers after meetings, fostering continued collaboration.
Some stakeholders initially saw the portal as just a document repository. Changing this perception was a key challenge.
Research and testing helped showcase the benefits of an interactive, year-round platform. This shifted stakeholder perspectives.
User insights played a crucial role in shaping the portal’s functionality and design. Feedback guided improvements at every stage.
Transitioning to a new system required clear, consistent communication. Setting expectations helped ensure a smooth adoption.
Our process began with extensive research and usability testing to understand the pain points and needs of GET members. This involved conducting interviews and gathering feedback to gain valuable insights into what users truly wanted from the portal. By analysing this data, we were able to pinpoint key challenges and prioritise solutions that would have the most impact.
Based on the research, we redefined the portal’s role within the organisation. It was no longer just a repository for documents but a dynamic platform for collaboration, communication, and resource sharing. We focused on prioritising features that would improve member onboarding, provide easy access to resources, and offer the ability to track and follow up on meeting discussions, ensuring the portal added real value.
With a clear vision in place, we utilised templates created for the major microsite migration project for Woolworths Group. This approach ensured consistency, efficiency, and seamless integration within the broader digital ecosystem.
The final result was a portal that reduced friction for users and enhanced connectivity across the leadership team. By streamlining access to critical information and fostering collaboration, we created a system that supported ongoing communication and decision-making.
Clear communication was vital throughout the transition. We worked closely with stakeholders to manage expectations and ensure the portal was smoothly integrated into their workflows. This proactive approach helped drive adoption and ensured the portal became an essential tool for the organisation.
The GET portal transformation highlights the critical role of effective communication and user-centered design in large organisations. By shifting from a simple document-sharing tool to a comprehensive hub for collaboration, we were able to streamline communication, foster connections, and empower members to work more efficiently. This project showcases how thoughtful design can drive organisational change and contribute to long-term success.
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