Having worked directly with people who used the existing solution, I was intimately aware of their struggles.
However, I still conducted general preliminary user feedback to address specific weaknesses.
"pretty confusing...organization [of information] that you have to figure out yourself"
"repetitive...could be simplified, especially...where data are manually copied"
"works, but it's very inefficient, both visually and functionally”
Through these first-hand experiences and interviews, I synthesized their attitudes into four primary problems with the existing solutions.
Each month, each of the ~60 chapter's Excel reports are manually downloaded, opened, and parsed by a single person.
Different reporting forms also required manually copying and pasting information between spreadsheets.
Steep learning curve
Not only was this system tough on the District Secretary, but also for training the ~60 chapter Secretaries to fill these spreadsheets out correctly each year.
The summary guide of the existing solution is 1300 words long!
The ability to lock cells that process information using formulas was often beyond the skill level of District Secretaries making changes to the template, leaving formulas crucial to the form vulnerable to unintentional edits.
Comments were necessary to clarify which cells shouldn't be altered.
Chapter secretaries want to easily report events, with a workflow that automatically draws as much information as it can from other sources.
District secretaries want to view accurate summaries of each chapter's performance and reports without manually downloading each report from their email.
General club members want to be able to report events that they chair without needing to learn the Excel template.