MS Teams

Academic Project

During the pandemic, teachers relied heavily on online conferencing platforms to engage with their students virtually. Among these platforms, Microsoft Teams (MS Teams) stood out as one of the most prominent options. MS Teams is an online workspace that fosters collaboration through features like messaging, meetings, and calendars. However, while this tool was well-suited for companies, using MS Teams for teaching presented several challenges. I recognized the need to customize this platform to create an environment that is more conducive to a learning setting.

Timeline

January 2022 - March 2022
6 weeks

Role

Product Designer

Tools

Visual Design
Rapid Prototyping
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PROBLEM

MS Teams was not initially intended for teaching 5-year olds

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Teachers found it difficult to manage, view, & create breakout rooms

This greatly hinder teachers' ability to effectively connect with, monitor, and teach their students. The lack of intuitive controls and limited functionality in managing breakout rooms led to confusion and inefficiency in organizing group activities, resulting in a loss of valuable teaching time which negatively impacts students.

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Children are easily distracted and simultaneously not engaging w/ the platform

Young children are easily distracted and require constant stimulation. This is only further amplified in an online teaching format, where teachers are unable to physically redirect attention or display skills. Moreover, the limitations of this format also make it more difficult to establish personal connections with students.

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Non-intuitive navigation & unclear notifications

One common pain point with MS Teams is its lack of intuitiveness and confusing navigation, making it difficult for users to find the features they need. Additionally, the unclear or hard-to-find notifications can lead to missed messages and frustration.

AUDIENCE

My target audience primarily consists of elementary school teachers, based in California around the ages of late 40s to early 50s

This group of educators requires an online video platform that is easy to use, provides clear directions, and offers increased interactivity. Since teachers work with individuals of different ages and professions, seamless communication is essential. Through interviews, personas, and empathy maps, it was evident that common pain points included challenges in keeping students engaged and difficulties in navigating and utilizing the application as a whole.

Design Opportunities

To address the problems of low engagement and limited connection among my users, my objective was to develop a feature that facilitates effortless interaction between teachers and students. To achieve this, I started by mapping out user flows and creating sketches, ultimately deciding to revamp the emoji feature and enhance the meeting experience. Through multiple rounds of usability tests and design iterations, I prioritized simplicity and accessibility as key elements of my final product.

THE DESIGN GOAL

To develop a feature that, facilitates effortless interaction between students and teachers. Through prioritizing simplicity and accessibility as crucial elements of the final product.

TESTING

Users expressed confusion about the various button states, how to effectively use new features, and the importance of clearer indicators when utilizing both new and existing tools

To explore various possibilities, I experimented with multiple variations of our core features before delving into high-fidelity designs. My focus was primarily on identifying interaction patterns and user interfaces that offer optimal usability for users. Insights gained from this testing encompassed users' confusion regarding the different states of buttons, the usage of the emoji panel, navigating breakout rooms, and the need for clearer indicators to accompany the utilization of both new and existing features.

BEFORE

AFTER

FINAL DESIGNS

Through the development of new features and the enhancement of existing ones, MS Teams has evolved to become more intuitive and engaging

MS Teams underwent a renovation that included the introduction of new features and updates to existing ones. Among the notable changes was the addition of a collapsible emoji side panel, which enables teachers to communicate with students easily while keeping them engaged for the duration of the class. Additionally, Teams received a significant visual enhancement, with various tools being revised to be more distinguishable and user-friendly. For instance, the recording process was streamlined to improve ease of use, and features like closed captions were made more visible and accessible.

DESIGN DETAILS

Emoji Side Panel

This feature provides a dedicated space for students and teachers to interact without disrupting the learning environment. The emoji panel is a slim menu with a selection of pre-set emojis, with the option to add more if needed. These emojis briefly appear in the upper right corner of the user's screen, allowing students to quickly express their emotions before disappearing. To maintain a balance between engagement and a focus on learning, teachers have the option to disable this feature or set restrictions on its use. This feature enhances engagement by allowing students to express themselves and fostering personal connections between students and teachers.

Breakout Rooms

Previously, users faced difficulties in effectively monitoring and creating breakout rooms. However, this has been improved through the addition of an icon that provides quick access to all breakout room functionality. Users now have the option to customize and view all rooms simultaneously, while also being able to identify participants with active microphones or cameras. This enhancement addresses the issue of non-intuitive navigation, promoting a more focused learning experience.

Closed Captions and Recording

The closed captions and recording capabilities have been updated to make them easier to use and more accessible. Users no longer have to search through a long menu to find these features. Instead, they can quickly access them through the top left menu. Additionally, users are provided with clearer visual cues through notifications that indicate the status of these features. Notably, closed captions are now displayed on a more inclusive background with larger text, ensuring a more inclusive experience for all.

TAKEAWAYS

Virtual teaching has added an extra layer of challenge to an already difficult profession. To effectively support my users, I actively sought opportunities to optimize MS Teams, paying close attention to detail and adapting existing features. Moreover, since students have diverse needs and abilities, it was essential to prioritize accessibility in this redesign. This project reinforced my belief that accessible design is synonymous with good design, and I am further dedicated to creating equitable and inclusive experiences. Given the opportunity, I would explore how different features of MS Teams interact and work to enhance these interactions.

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