Minfolio FLEX: Organization Knowledge Management System (KMS)

FLEX: Organization Knowledge Management System (KMS)

One place for every document.
Structured, secure, and easy to find.

WHAT IS FLEX?

✔ Centralized organizational repository for all company documents.
✔ Standardized folder structure for easy discovery and management.
✔ Role-based access control to ensure data security.
✔ Improves collaboration and reduces time spent searching for files.

WHAT IS FLEX?

PROBLEM

✔ Documents scattered across multiple platforms and folders.
✔ No standardized structure, making files hard to locate.
✔ Frequent duplication and misplaced documents.
✔ Lack of clear access control causing security concerns.
✔ Employees spending excessive time searching for information.

THE SOLUTION

✔ Implemented a Knowledge Management System (Flex) with a standardized structure across all teams and departments.
✔ Enables employees to find documents easily from a single, centralized platform.
✔ Introduced Flex to new hires to speed up onboarding and project ramp-up.
✔ Role-based access control managed by admins for confidential IT and HR documents.
✔ HR policies and documents made self-accessible, reducing dependency on HR teams.
✔ Daily updates (e.g., town halls, events) published directly on Flex.
✔ Simple file upload feature for employees to maintain their own repositories.
✔ Link-based sharing for quick and seamless collaboration.
✔ Department-level upload notifications (e.g., HR updates) to keep employees informed.

RESEARCH

✔ Internal employee survey revealed staff spend nearly 50% of their time searching for the right person to share required files.
✔ New hire onboarding is delayed by 50% due to slow access to essential documents.
✔ IT project teams lack a unified and secure repository for project files, checklists, KT docs, and overviews.
✔ Absence of documentation causes confusion and delays when key team members exit the organization.
✔ Knowledge loss after employee exits forces teams to relearn processes from scratch.
✔ Similar issues observed across HR, Marketing, and Sales teams.
✔ Time wasted searching for files leads to reduced productivity and missed opportunities.

RESEARCH

INFORMATION ARCHITECTURE TO ORGANIZE FILES

SOLUTION

WIREFRAME

FINAL DESIGN

OUTCOME

✔ Reduced time spent searching for documents across teams.
✔ Faster onboarding with centralized access to project resources.
✔ Improved knowledge retention when team members exit.
✔ Increased productivity across IT, HR, Marketing, and Sales teams.
✔ Better security with role-based document access control.
✔ Fewer HR queries due to self-serve policy access.
✔ Higher adoption of structured documentation practices.
✔ Improved cross-team collaboration through easy file sharing.

REFLECTION

✔ Early wireframe testing reduced major design changes later.
✔ Iterative feedback during IA and design phases ensured alignment with user needs.
✔ Simplified language made the system beginner-friendly.
✔ User feedback shaped clearer action items and navigation.
✔ Continuous testing improved overall usability.

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