The introduction of new software or technological solution in business is most often associated with predictable difficulties. Resistance to change, the need to retrain staff, the habit of old tools can slow down or even disrupt the whole process. A well-designed interface can make it easier for users to adapt and learn – a kind of bridge between the developer and the end user that determines whether the user will be able to master and constantly use the new tool in his work.
What is UX/UI and why it matters
If we talk about the introduction of new technologies, then it is better to start by explaining the terms UX and UI themselves. Many people have heard these abbreviations, but not everyone fully understands their meaning.
UX (User Experience) covers all aspects of the user’s interaction with the product, from the moment of first acquaintance to everyday use. This concept includes convenience, availability, satisfaction, the overall impression of working with the system. In short, UX determines how comfortable, efficient and pleasant the user feels when interacting with a program or technology.
UI (User Interface) represents the visual component of the system with which the user interacts. UI includes design elements such as buttons, menu design, card shapes, other graphic components, and even colors. Even such a seemingly insignificant detail as an annoying color can alienate the user and negatively affect his perception of the system.
The value of UX/UI is often underestimated. For example, there are many applications for phones where the interface did not receive due attention. If you look into reviews for such applications/products, everything immediately becomes clear. A failed UI can be a barrier to implementation, alienating users and reducing their willingness to learn new tools. Conversely, well-designed UX and UI become a competitive advantage and key factors that determine the success of new technology solutions.
Good interface markers
Easy and intuitive
Intuitiveness is another important factor in a successful product. If a user understands without instructions where to click and how to act, then this is half the success. He does not need to study multi-page manuals to master the basic functions of the system, and therefore it is easier to adapt. More sophisticated features will, of course, require reference to the user manual, but for basic tasks, an intuitive interface is invaluable.
The use of clear and unambiguous terms also plays a role. Replacing the usual name with a less common one can cause bewilderment.
You can create a visually attractive interface, but if it is incomprehensible, it will be useless.
Uniformity
Properly positioned control elements in a program, application, or web page allow users to complete daily tasks faster and more efficiently. At the same time, it is necessary to observe uniformity in the design of the product, system, solution. All buttons must be of the same style, color, and font. In all sections and pages, a single logic of functioning should be traced. With this approach, the user will very quickly adapt to the new system, feel more confident, which means that he will be more willing to use this system.
Everyone knows the confrontation between Windows and MacOs adherents. On these systems, the button for closing a program or dialog box is located differently: in Windows on the right, in MacOs on the left. The user has to retrain when changing the operating system. But over time, he gets used to it, because such logic persists everywhere.
Visual perception
An important role for the user is played by the pleasant visual design (UI) of the site, program or application. The use of the system should be comfortable and cause positive emotions. At the same time, external attractiveness should not be at the detriment of functionality.
Aesthetic and comfortable design inspires confidence. When choosing a product or service, we often subconsciously prefer an option with a more pleasant and user-friendly interface, even if it costs more.
Easy navigation
The logical structure of menus and navigation helps users quickly find the sections and pages they need. If, for example, the main menu consists of only three items, and the rest of the functions are hidden deep inside, then finding the desired option takes time. The biting of many buttons in search of the desired functionality is annoying, leads to unnecessary stress – it is better to avoid this.
Automation
If we talk about information systems in companies, then another important aspect will be the automation of routine tasks. Anything that can be automated should be implemented in the system so that users can focus on larger tasks.
In addition, process automation increases efficiency and reduces the likelihood of errors – and this already directly affects employee productivity.
Here is an example from the world of EDM. Before the introduction of the electronic document management system, when approval was carried out on paper, the employee had to remember who had the document, as well as control the timing of approval. The introduction of EDM eliminates the need for the user to keep unnecessary information in his head. A simple click of the button sends the document for approval to several users at once, while the system, not the person, controls the approval deadlines, and it also notifies the initiator of the completion of all processes. As a result, the user does not waste time and effort on tracking the actions of all instances.
Feedback
The system must “confirm” the user action. This can be a color indication or sound after pressing a button. It will not be superfluous to accompany the user when using the system. Instead of sending users to read the manual for every little thing, you can make brief tips right in the interface. For example, when filling out a document card in an electronic document management system, you can place a small instruction with explanations of which fields to fill, which actions to perform, which button to press to save. Notifications at every step save the user from constant referring to instructions.
Personalize settings
Personalization of settings is the ability to adapt the system to the individual needs of each user. For example, an employee can set up event notifications by choosing which projects they want to be notified on and which they don’t.
Another common example of personalization is setting up credentials. The user indicates how colleagues can contact him: for example, in addition to the corporate messenger, he can add his Telegram account if it is more convenient for him to communicate there.
Personalization may also include selection of a time zone. If an employee works remotely, not at the head office, from a business trip in another region, or periodically changes locations, he can select the appropriate time zone so that the system displays the time correctly. These personalized settings are especially relevant for companies with offices in different cities and countries or remote teams in different time zones.
Adaptive design
Another aspect worth highlighting is adaptive design. The system interface should be universal and equally convenient to use regardless of the device, be it a laptop, smartphone or tablet. At any time, the user should be able to access the program quickly and easily.
With the growing popularity of remote work and high mobility of people, adaptive design is becoming especially important. The mobile solution should be as intuitive as the desktop version so that users can fully work with documents from smartphones.
Interface test drive: what is it for
Any interface needs mandatory testing even before launching the product for mass use. When implementing a system, there are usually several preliminary stages, and the interface is tested on each of them. This makes it easier to identify and eliminate errors and problems, and at the same time make sure that the system or program covers the needs of users and does not interfere with work.
After implementation, you need to actively collect feedback from users and, based on this information, make adjustments to the product interface, especially if it became obvious that any element interferes with many users at once and needs to be improved. Without testing and feedback, successful implementation is simply impossible.
How long does it normally take to test a system for a large business? There is no definite answer. It all depends on which solution is being implemented.
Testing is usually carried out in stages, and not after full launch. After each stage, it is easier to evaluate the results and adjust the program with consistent evaluation and optimization.
Successful and high-quality implementation of an IT solution is impossible without a verified UX/UI design. Each of these markers plays a role in creating a user-friendly and attractive interface that significantly increases the chances of a positive user response.
By Angela Mironova, Product Lead for ELMA EDMS Solutions