This project offered profound insights into the challenges teams face when knowledge is dispersed and processes are unclear. It underscored the critical need for thoughtful design in fostering efficient and supportive work environments.

The Initial Challenge: Responding to Overwhelm

We kicked off this project by prototyping a volunteer handbook, giving the founder and team something tangible to react to. At the time, they were juggling numerous demands, and their decision-making capacity was stretched thin. Our immediate goal wasn't to ask for more input but to provide something that would reduce their cognitive load.

Beyond Content: Uncovering Systemic Overwhelm

That initial prototype served its purpose: it surfaced deeper, previously unarticulated needs. The feedback revealed that the core challenge wasn’t just about onboarding content—it was a broader sense of overwhelm, dispersed knowledge, and uncertainty about where information should live. We paused and returned to discovery, this time with sharper questions and clearer direction. It quickly became clear that different stakeholders had different expectations for the end result, and that the solution would need to bridge those perspectives while remaining manageable for a small team to sustain.

What Misalignment Reveals: Learning Through the Gaps

We had moved forward with a solution that seemed aligned with earlier conversations—but without shared processes or clear ownership, even well-intentioned efforts risk missing the mark. That initial misalignment revealed just how important it was to slow down and clarify not only what the team wanted, but how decisions would be made. Instead of seeing that moment as a setback, we used it to recalibrate, ask more targeted questions, and create a path that matched their real capacity and needs.

The Invisible Systems: Why Friction Multiplies

One of our most crucial insights wasn't just about platform choice or page layout. It was about the invisible systems: how tasks are handed off, who has access, who owns each process, and how new team members are onboarded. Without clear roles or documented workflows, even the most capable teams struggle to maintain consistency. Volunteers, for instance, weren't sure where to log hours, who to ask for help, or how to access necessary resources. This project ultimately made visible a familiar challenge: when tools are added without a shared process for using them, friction multiplies. Information gets stuck, responsibility gets diffused, and even simple tasks become confusing.

Clarity as the Foundation: Our Approach and Solution

That’s why clarity matters. In a world of constant change, simplicity becomes its own kind of power. It’s not just about adopting new technology; it’s about creating something functional, sustainable, and easy to use. When information has a clear home, when people know where to begin, and when systems support rather than drain mental energy, everything works better. That understanding shaped our direction.

This insight led us to choose SharePoint as the backbone of the solution, creating a centralized intranet where resources are easy to find, eliminating the need for frustrating inbox searches or scattered messages. Training materials, onboarding documents, event tools, and team information all live in one organized location. The goal wasn’t to introduce another tool, but to make existing systems more connected, accessible, and aligned with how people actually work.

The Power of Thoughtful Design

Because even when everything feels like it's moving too fast, the right design can help people slow down just enough to find their footing. This project underscored that by building clarity together, we can empower teams and create sustainable, efficient environments.