Format Templates
Content Operations needed an easier way for networks to begin the process of scheduling commercial breaks.
Why: The main trafficking app was scheduled to be retired. This provided an opportunity to make the process more automated and efficient. Also, the workflow was laborious and inconsistent. There were 4 networks scheduling ads and each had a different method of working. The process needed to be streamlined and more efficient.
My role: Lead Designer, Researcher
Timeframe: 2 months
End Users: Content Operations -
ELG - Entertainment & Lifestyle
News
Sports
Telemundo
Activities: Increased alignment using contextual inquiry and interviews with 10 participants from 4 network groups to gather qualitative and quantitative data. Responses were analyzed using affinity maps to plan and prioritize necessary features.
Background
The current workflow involved either emailing or printing Excel spreadsheets from one department to another, where the formats were input manually into the legacy system and assigned to shows. This was a risk because spreadsheets are not secure, not trackable, and require manual entry. The manual creation of the spreadsheets in addition to the manual entry into the system was doubling effort.
Executive leadership wanted the system to be automated in such a way that format templates would be auto-assigned to shows as soon as they were added to the system.
The Users needed a more efficient way to assign Format Templates to shows.
The Business needed a single application that improved and streamlined the process.
Oxygen’s Excel spreadsheet templates
Sintec, the legacy system which was set for burn-down.
Goal
Our goal was to create a new automated system that would allow all networks to plan ad breaks into the schedule in one simple, central application. This would include automated template assignment, reducing production time. We also wanted to build an application that could double-check for repeats and unused assets, saving storage space and increasing productivity.
Process
The first challenge was to understand all the processes and systems. I reviewed the current enterprise applications for inefficiencies and pain points. I interviewed all the user groups and the Business Solutions expert assigned to this project. I found that overall, the way they were currently working was fragmented, redundant, and inefficient.
The second challenge was working with all the data I had gathered. I put everything onto a single spreadsheet to send to all stakeholders to make sure I had captured everything. Once we were all on the same page, this spreadsheet was able to serve as a single source of truth for us.
The third challenge Get everyone to agree on a system they would share, and which the engineers could build.
My systems analysis notes
New efficient and automated user flow
Spreadsheet for all feedback data, painpoints, requests that I distributed to all stakeholders.
Solution
The final solution consisted of a user-friendly table UI that enabled users to create, search, edit, share, and delete format templates.
This kept track of duration totals and auto-populated durations from other systems and could be utilized by all networks.
One large efficiency gain that I designed into the templates was the ability to view all events vertically at a glance and see how many of each category were on the schedule. This was possible because all event types are now displayed from left to right in order of broadcast time.
The system automatically calculates total duration and units of each event type, something users used to calculate manually with each change.
Display of running totals.
The event types line up vertically giving a scheduler a more efficient way to see how many of each type are planned .
User testing was performed with all 4 user groups and a formal approval was given to develop this solution. I handed off a style guide, design system, and product specs to the Development Team. This is currently in development.
All templates are now securely housed in one single system, each is trackable, searchable, and automated.