REDEFINING CULTURE SUMMIT ABU DHABI 2023

Meeting the Challenge of a Tight Deadline for Web and App Design

Our in-house design team partnered with an outsourcing agency to help deliver the website and app within our constrained timeframe. We also worked very closely with the development team throughout the duration of the project to ensure feasibility of the designs and features we were proposing. Together, we worked to create a seamless digital experience for Culture Summit 2023 that not only met but exceeded our client's expectations and showcased the transformative power of culture in today's society.

As the Lead UX designer, I collaborated closely with the UX, UI, and Development teams to effectively navigate the projects limitations. This included reviewing scoping documents to gain a clearer understanding of what we could feasibly achieve within our tight deadline, conducting thorough benchmarking research on competitor websites, creating the information architecture for both the website and the app, and drafting wireframes for the website. I also worked closely with the Lead UI Designer in overseeing the freelancers who joined our team to support various UI and UX tasks.

The breakdown of roles and responsibilities across the design team were:

…and of course, we had the amazing support and guidance from our Project Director and Product Manager, making sure the project was on track and remained in-scope.

As soon as we received verbal agreement for the project, our team got to work. We examined the initial documents, checked out what other similar events were doing, and started planning the structure of the website and app.

While we didn't yet have official, written confirmation, we knew time was of the essence. So, we proactively started designing the basic layout of the site based on the information we had (and some educated assumptions). This way, we could make time-sensitive progress while awaiting the official go-ahead.

Once we got the green light, we didn't waste any time. We held a discovery session to fine-tune the website and app's structure and collect important feedback. This session was invaluable, allowing us to make real-time adjustments to the information architecture. Our UX, UI, and Development teams also worked in tandem to make sure we could meet the tight project deadline.

We also chose to use a ready-made, white-label solution for the app due to our tight deadline. This decision helped us accelerate development without sacrificing functionality or user experience. This resourceful approach, combined with our collaborative efforts and proactive mindset, enabled us to successfully deliver the project on time and to satisfaction.

A lot of teamwork and collaboration went into to getting this project done on time. Without the cooperation of everyone on the team, we would not have been able to deliver within the allocated time. In a true show of camaraderie, everyone banded together, dug deep, and put forth their utmost effort to ensure the successful and timely completion of the project.

Here are a few things we did to get it done:

1. Made initial assumptions using available documents and industry research to create a preliminary structure for the website and app, saving us valuable time
2. Refined designs during the initial discovery in real time to ensure alignment between our plans and the clients expectations
3. Leveraged the expertise of UI and UX freelancers to complement our team.
4. Collaborated daily with UX, UI, Dev, and Freelance Designers to make sure design problems were resolved quickly
5. Held feedback and approval sessions with the client every other day to ensure we stayed on track with our tight deadline
6. Conducted brainstorming sessions and made real-time adjustments when faced with challenges.

We also paid close attention to every little detail to make sure users had a great experience and that everything looked consistent and professional. Our commitment to getting everything just right really made our final product shine ✨

The greatest and most obvious challenge was the tight timeline and imminent deadline. Because of this, we had to make some educated guesses at the start, work extra hard on design changes, and limit the number of features we could include. The absence of client visibility into UX designs (due to time constraints) also meant relying on internal validation before going to UI.

Despite the tough challenges, this project yielded some impressive results. We managed to design and build a functioning and attractive event website and mobile app in the very limited time we had. This, in turn proved just how well our team functioned under pressure.

In terms of client relations, our way of working – where we sent UI designs every day and got quick approval – worked wonders. This process kept the client happy while making the design approval process relatively smooth.

We also saw how well the UX, UI, and Development teams, along with the freelancers, could work as a collective. This project highlighted how our agency was able to be flexible and work in harmony to deliver astonishing results, and that once again – collaboration was key to our overall success.

While we had tight limits, the final event website and mobile app are something we’re very proud of. They looked great, were easy for users, and matched what the client wanted. We paid attention to every little detail and stuck to user-centered design principles to craft a product that worked well.

This project taught me a lot about UX design, especially how to execute designs in a constrained environment. I learned how imperative it is to be adaptable. Navigating a project with such tight constraints reinforced the need to be open to adjusting strategies and approaches. I found that by being flexible and able to adjust quickly allowed our team to remain agile and responsive to evolving client needs.

The next and recurring lesson I learned is that good communication is fundamental to a projects success. Regular discussions made sure everyone was aligned on project goals and reduced the risk of misunderstandings. This allowed us to make rapid and effective decisions to keep the project moving forward.

The most unique learning experience for me, however, was managing the freelance designers. I found that I had to give them enough freedom to do their work, while also giving clear guidance and constructive feedback to ensure the delivery of a cohesive product. It was a great opportunity to sharpen my team management skills and strengthen my ability to foster collaboration among diverse team members.

Finally, this project showed how our agency is really committed to (and really good at) making high-quality designs, even when under a lot of pressure. We had to plan everything carefully, decide what was most important, and stick to our design principles. These qualities made all the difference and taught me a great deal about how to work well in tough situations.

This project showed that our agency can excel even when faced with tough constraints, demonstrating our commitment to delivering high-quality designs within challenging timeframes. Additionally, the close collaboration between our UX, UI, and Development teams played a crucial role in this project’s success.

We are all set to launch the event website and mobile app in September 2023, just in time for the event in October 2023. This project not only showcases our agency's commitment to efficiently meeting and exceeding our client's every need but also signifies our dedication to delivering outstanding results, and we can't wait to see the impact it will make!

Watch the Video | Sound On 🔊

[video coming soon…]

ᴇxᴘʟᴏʀᴇ ᴍᴏʀᴇ ᴄᴀꜱᴇ ꜱᴛᴜᴅɪᴇꜱ

ᴅᴇꜱɪɢɴ ᴡɪᴛʜ ᴏʟɪᴠɪᴀ

ᴀʙᴏᴜᴛ

ᴘʀᴏᴊᴇᴄᴛꜱ

ᴄᴏɴᴛᴀᴄᴛ