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LYNC ROOM SYSTEM March 2013 IDIS# 28176 Usability Research Julie Foster.

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Presentation on theme: "LYNC ROOM SYSTEM March 2013 IDIS# 28176 Usability Research Julie Foster."— Presentation transcript:

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2 LYNC ROOM SYSTEM March 2013 IDIS# Usability Research Julie Foster

3 THE CONTENTS Study Overview Key Insights  Top Usability Issues Key Insights In-depth  Find Tutorial  Join a Meeting  Connecting a Lap Top  Adding Participants  Using IM  Starting a Whiteboard  ing a Whiteboard The Data  System Usability Metric by Task  Usability of Control Pad

4 THE STUDY Purpose & Goal The purpose of these evaluations was designed to gather user feedback and uncover any potential product or user issues prior to shipping. Participants 11 participants who attend daily to weekly team meetings and/or have experience with remote meetings and use a whiteboard to convey ideas. Method Participants performed tasks related to managing and/or attending a scheduled meeting and an Ad- Hoc meeting using the Room System.

5 Key Insights

6 1.Visibility of System Status The system provides feedback to keep users informed about what is going on  When transitioning between states  When an option, feature or function has been selected  When waiting for a response 2. Error Prevention Present users with a confirmation option before they commit to the action  When signaling to users that their desk top is about to go live, the signal must be sustained until they select an option, and it must be bright enough to capture attention. 3. Help Instructions for use of the system should be visible or easily retrievable  Users expect to find a well illustrated step-by-step tutorial on the control pad 4. Consistency Users should not have to wonder whether different words, situations, or actions mean the same thing  Using the same term throughout to represent participants Top Usability Issues

7 KEY INSIGHTS ProblemScreen FeatureScenarioIssues Recommendations Notification Needed Adding Participants Upon realizing that your meeting now requires in-put from another colleague, show me how would you add participants? (Add yourself, then add Glue Bot 2) Unable to distinguish whether invited participants have accepted meeting toast. Have a pending notification symbol such as a spinning circle. Group Box Title Change Adding Participants Upon realizing that your meeting now requires in-put from another colleague, show me how would you add participants? (Add yourself, then add Glue Bot 2) Newly invited participants are shown as presenters, even when they have not responded to the meeting toast. Change the wording from Presenters to Participants Pending in order to maintain consistency and provide direction Notification NeededAdding Participants Upon realizing that your meeting now requires in-put from another colleague, show me how would you add participants? (Add yourself, then add Glue Bot 2) When selecting participants to add to the meeting, it is hard to tell if the person has been selected. Use a notification such as highlighting that informs the user that the participant has been selected Command Button Name Change Adding Participants Upon realizing that your meeting now requires in-put from another colleague, show me how would you add participants? (Add yourself, then add Glue Bot 2) There is contextual confusion with the Begin Meeting button when the user is adding participants. Change Begin Meeting button to Invite Participants or OK Icon Overlay interferenceAdding Participants Upon realizing that your meeting now requires in-put from another colleague, show me how would you add participants? (Add yourself, then add Glue Bot 2) A keyboard icon appears when users try to type in the test box and blocks vision Remove the keyboard icon Overlay that shows up when people finger over the text box

8 ProblemScreen Feature ScenarioIssue Recommendations UI/Text Box locationIM Your ad-hoc meeting continues, however now you would like to IM another colleague, Show me how you would IM a colleague? (IM a colleague/friend) Some users had a difficult time seeing the IM text box Utilize the open real estate by placing the IM text box in the center of visual awareness OR darken the lines of the text box Notification NeededIM Your ad-hoc meeting continues, however now you would like to IM another colleague, Show me how you would IM a colleague? (IM a colleague/friend) Users did not know to whom an IM was going to Notify users that the IM will be sent to all meeting participants Design BlockIM Your ad-hoc meeting continues, however now you would like to IM another colleague, Show me how you would IM a colleague? (IM a colleague/friend) Users want to IM people prior to inviting them to an Ad-Hoc meeting, however are unable to. Include an “Add” option that allows users to access a company directory and IM people Design ConsistencyIM Your ad-hoc meeting continues, however now you would like to IM another colleague, Show me how you would IM a colleague? (IM a colleague/friend) Users were a bit confused when accessing the IM feature, they were expecting to see a Lync desk top or mobile IM design Maintain Lync design integrity that flows with users mental models and experience with other Lync products Notification Needed Sharing Desk Top Now that you have connected your meeting with the Lync Room, you need to set-up and display content. Show/tell me how you do that? (Participants usually connect a lap top to the roundtable) Users were not able to see the desk top sharing warning and then proceeded to share out via lap top display features The warning must be sustained on the screen until the user selects an option. It must also be bright enough to capture attention and give the appearance of a warning message

9 ProblemScreen FeatureScenarioIssues Recommendations Design Block ing Whiteboard You and your colleague would like to your whiteboard notes to another colleague, show me how would you the whiteboard? (Send the to yourself) Users have to select and add each meeting attendee one at a time in order to a whiteboard Populate a list of meeting attendees in the “To” box and allow users to Unselect or Add names. Also, provide users the ability to select multiple people from the directory to select and send the whiteboard . Design Option ing Whiteboard You and your colleague would like to your whiteboard notes to another colleague, show me how would you the whiteboard? (Send the to yourself) Users are unable to rename whiteboards Include a date stamp or a subject box for users to label the whiteboards being ed. Notification Needed ing Whiteboard You and your colleague would like to your whiteboard notes to another colleague, show me how would you the whiteboard? (Send the to yourself) Users need notification that the conference room is the default Include a notification to users that the default is the Lync Conference Room Notification Needed ing Whiteboard You and your colleague would like to your whiteboard notes to another colleague, show me how would you the whiteboard? (Send the to yourself) Users will loose their white board session notes when they hit “Leave Meeting” Provide users with a warning once they hit “Leave Meeting” that tells them they will lose their whiteboard data and give them the option to whiteboards or Leave Meeting. Design BlockTutorial Your boss is running late and has asked you to set up the Lync meeting using the Lync Room already reserved. Having never used a Lync Room System before you want to review a tutorial. Show me how would you go about accessing the tutorial? Users were unable to locate tutorial and follow directions Create a visual step-by-step set of instructions in which users can slide through accessing the steps they need, as well as well a continuous step-by-step guide.

10 Key Insights In-depth

11 Issues: 100% of users tested could not locate the tutorial, even while it was running .  Users expected the tutorial to be on the Control Pad, where all of the room and meeting controls are located.  The expectation of users was to see a visual step-by-step instruction set in which they could slide through. (step 1……step 2……, etc). The Tutorial Welcome to Room System To begin, please press the scheduled meeting highlighted in blue using the Control Pad device Tutorial button featured here

12 UX Group Good: 100% of participants were able to join a scheduled meeting and start an ad-hoc meeting  The concept of what to do was understandable  Seeing the Display and Control Pad with the same information, participants were able to make a connection and select the appropriate meeting.  Participants understood the Meet Now function  Creating an ad-hoc meeting was easy  Participants understood the limitations associated with Meet Now opposed to having a scheduled Lync meeting Joining a meeting

13 UX Group Good: 100% of participants were able to locate, connect and present content from the lap top  85% of participants expect to bring their lap top to a meeting in order to present a report  100% stated that the process was seamless “How would you describe the experience?” “It was good, not much to think about really. I just plugged in the cable and poof the desktop was on the big screen. Pretty cool.” Connecting a Lap Top

14 UX Group Good: 100% of participants were able to successfully locate and add participants Adding Participants

15 UX Group Issues: 1.Most users had difficultly making the connection as to whether the participant they selected was actually selected until they showed up in the Participant Queue. 2.Users wanted to add multiple people at one time, but were unable to. 3.There was confusion when newly added participants showed up as presenters. 4.There is contextual confusion with the Begin Meeting button when the user is adding participants. 5.Users became frustrated when attempting to type in the text box, only to have a keyboard icon appear and block their vision Adding Participants 100% of users tested were confused as to whether the participant they selected had actually joined the meeting

16 UX Group Adding Participants Recommendations: 1.Provide users the ability to invite more than one participant at a time to the meeting 2.Remove the keyboard icon that shows up when people finger over the text box 3.Change Begin Meeting button to “Ok” Select multiple participants

17 UX Group Recommendations: 1.Use a notification such as highlighting that informs the user that the participant has been selected 2.Change the wording from Presenters to Participants Pending in order to maintain consistency and provide direction Adding Participants Using different terms to describe one function is confusing to users

18 UX Group Using IM Good: Users familiar with Lync desktop were successful in initiating an IM, some also recognized and utilized Lync status notifications  100% of users were able to locate and begin an IM message

19 UX Group Using IM Issues: 1.Some users had a difficult time seeing the IM text box. 2.Users were confused once they tapped inside the IM text box to be transferred to another screen. 3.Users did not know to whom an IM was going to 4. Users want to IM people prior to inviting them to an Ad- Hoc meeting, however are unable to.

20 UX Group Using IM Recommendations: 1.Utilize the open real estate by placing the IM text box in the center of visual awareness 2.Reduce the IM process to one screen 3.Include an “Add” option that allows users to access a company directory and IM people 4.If IM is to all meeting participants, then list participants in the to box 5.Include a notification to users that their IM default is the Lync Conference Room. This message is being sent from Conf room #

21 UX Group Good:  100% of users were successful in accessing and starting a whiteboard  100% of users were satisfied with the whiteboard features “The coolness factor alone sets it apart” “I love that I can select a shape and create a graph” “Home run for the Lync team” The whiteboard 6 out of 11 participants stated they want one in their office

22 UX Group Good:  100% of users were successful in accessing and ing a whiteboard  82.3% of users were satisfied with the feature ing a whiteboard

23 UX Group Issues: 1.Users have to select and add each meeting attendee one at a time in order to a whiteboard. 2.There is no subject box for users to incorporate with the feature of the whiteboard; recipients are left to guess what the subject of the whiteboard session was. 3.Users need notification that the conference room is the default ing a whiteboard

24 UX Group Recommendations: 1.Populate a list of meeting attendees in the To: box and allow users to Unselect or Add names. 2.Include a date stamp or a subject box for users to label the whiteboards being ed. 3.Provide users with notification that the conference room is the default. 4.Provide users with a warning prior to leaving a meeting and give them the option to whiteboards or loose their work. ( If Yes, then return to the whiteboard page) ing a whiteboard Subject: Work group agenda You are about to leave the meeting and loose your data. Would you like to whiteboards prior to leaving the meeting? Yes No

25 The Control Pad Good: 100% of users understood the purpose and function of the controls Issues:  47% of users were confused by the state of the Speaker On/Off Recommendation: Report the current state of the speaker  Speaker On when speaker is on  Speaker Off when speaker is off

26 The Data

27 TaskTask CompleteSatisfactionTime on TaskErrorsEffectiveness Confidence Interval Find the tutorial0%8.3%19.7% 15 secs100%0%0% Join a meeting100%90%90% 25 secs0%100%95% Invite Participants100%22.1%94% 25 secs0%94.6%94% Connect a lap top100%75.9%99.7% 25 secs0%94.6%94% Send an IM100%0%100% 25 secs0%75%61% Start an Ad-Hoc meeting100%100%95% 25 secs0%94.6%95% Start a whiteboard100%100%100% 25 secs0%100%95% Use the whiteboard100%100%Unmeasured whiteboard100%86.3%94.1% 25 secs0%97%95% SYSTEM USABILITY METRICS BY TASK Raw Data n = 11

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29 The Future

30 Lync Room System in the future Defying The Rules Keep your head in the cloud and touch everything 1.Create mobile and tablet based applications that allow users to conduct and manage a Lync Room Meeting from their device 2.Provide users with the ability to access their presentations from cloud based document storage (Skydrive) 3. Create an interactive whiteboard that allows users to layer annotations, comments, and writings: compile and 4. Develop a program within LRS that records the meeting and/or “Takes Notes” 5. Make Lync Room System the ONLY device users will ever need in a meeting 6. Explore options beyond the typical conference room  Massive Online Open Courses


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