| Category | Details |
|---|---|
| Project Type | Learning Experience Design (LXD) Plan / Workplace Learning Solution |
| Audience | Learning Team members, program leads, and new volunteers who manage and access program materials |
| Delivery Mode | Virtual training session, Quick Reference Guide (Google Sheets), onboarding walkthrough, printable cheatsheet |
| Duration | 6-week design and rollout plan + 30-minute training session |
| My Role | Learning experience designer, needs analysis, solution design, prototype development, training planning, evaluation planning |
| Tools Used | Google Sheets, Google Docs, Canva, Zoom, Miro |
| Key Skills Demonstrated | Needs analysis, performance support design, knowledge management, onboarding design, workflow improvement, evaluation planning |
Overview
This project focused on improving how a learning team locates and manages program materials across multiple initiatives. The team supports workshops, bootcamps, and apprenticeship programs that serve underserved Filipino youth. As the volume of learning assets grew, locating the correct file often required manual searching across folders and chat threads.
This LXD plan introduces a centralized reference system paired with onboarding resources and training. The goal was simple: help the team find the right materials quickly and reduce confusion caused by inconsistent file naming and version tracking.
see more…
The Problem
The Learning Team stored materials in shared folders without a consistent naming system or searchable reference. Team members often asked each other where to find updated files. This slowed down work and increased the risk of using outdated content.
Common issues included:
• Inconsistent file names
• Multiple versions of the same resource
• Heavy reliance on verbal instructions
• Delays in responding to material requests
These issues affected productivity and created unnecessary cognitive load during daily tasks. _LXD Plan
Target Learners
Primary users of the solution:
• Core Learning Team members
• Cross-functional program leads and collaborators
• New volunteers joining the team
These users needed fast access to accurate learning materials without depending on others for guidance. _LXD Plan
The Learning Solution
The project proposed a Centralized Quick Reference Guide (QRG) supported by a short training session and onboarding resources.
Key components of the solution:
• Searchable Quick Reference Guide built in Google Sheets
• Standardized file naming and tagging system
• Version indicators and contributor tracking
• A 30-minute virtual training session
• One-page Quick Reference Cheatsheet
• Asynchronous onboarding walkthrough
This combination provided both a tool and the training needed to sustain long-term adoption. _LXD Plan
Learning Objectives
After completing the training, team members should:
• Locate program materials within 2 minutes
• Apply standardized naming conventions correctly
• Identify the latest file version consistently
• Explain how the system improves workflow efficiency _LXD Plan
These objectives are connected directly to everyday tasks.
Design Thinking Process
Empathize
Observations, team chats, and meeting discussions showed recurring pain points in file retrieval and version tracking. Personas represented different team roles and needs.
Define
The core challenge: lack of a centralized reference system caused delays, confusion, and repetitive work.
Ideate
Several solutions were considered, including:
• Quick Reference Guide portal
• Interactive onboarding walkthrough
• Naming protocol template
• Submission log tracker
• Visual status icons for files
Prototype
Low-fidelity prototypes included:
• Google Sheets Quick Reference Guide
• Onboarding walkthrough storyboard
• Cheatsheet and naming templates
Test
Planned testing involved a walkthrough session, a week of real use, and feedback collection from team members.
Instructional Strategies
The training session emphasized hands-on practice and real tasks.
Activities included:
• Guided walkthrough of the reference guide
• Practice renaming files using the template
• Timed task to locate materials
• Reflection activity to reinforce adoption
These strategies supported adult learning and performance support principles.
Implementation Timeline
The rollout followed a six-week plan:
Week 1 — Consultation and data gathering
Week 2 — Prototype development
Week 3 — Internal review
Week 4 — Training delivery
Week 5 — Feedback collection
Week 6 — Refinement and sustainability planning _LXD Plan
Evaluation Plan
Success was measured through:
• Performance tasks during training
• Post-training surveys
• Observation and participation checks
• File audits 2–4 weeks later
This ensured the solution improved real workplace behavior, not just knowledge.
Project Outcomes
This LXD plan delivers a sustainable workflow improvement that supports:
• Faster file retrieval
• Reduced duplication and errors
• Consistent onboarding for new team members
• Improved collaboration across programs
The project demonstrates how learning experience design can support team performance and knowledge management.
Leave a Reply