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Dartford Foodbank faced operational inefficiencies that made managing volunteers, donations, and events challenging. This led to delays in assigning help, missed donation opportunities, and difficulties tracking overdue contributions. The lack of a streamlined system affected both food bank coordinators and volunteers, making their work more time-consuming and frustrating.

Target Audience

Foodbank staff
Volunteers
Donors (Both food and financial)
Event organizers and community partners.

Why it matters ?

Efficiently managing foodbank resources is crucial to maximizing the impact of their work. A well-designed dashboard will help: Improve overall resource management, enabling Dartford Foodbank to better serve those in need.

Research

Competitive analysis

The competitive analysis was to understand the strengths and weaknesses as well as opportunities and threats of the competitors in the market

Click to View

What was discovered...

The analysis revealed areas where competitors are struggling, such as donor retention or technology adoption, indicating potential areas for Dartford Foodbank to focus on and improve.

I gained insights into broader trends and challenges within the food banking sector, such as the increasing demand for food assistance and the need for innovative solutions.

The analysis shows varying levels of technology adoption among competitors. Dartford Foodbank can assess its own use of technology for food management, donations, and volunteer coordination.

User interviews

Participants :

5 participants age range : 20 - 35

Criteria :

Foodbank staff
Volunteers
Donors(Both food and financial)
Event organisers and community partners

Goal :

The interview goal was to understand users pain points , motivations , preferred features

Click to view

Define

Affinity mapping

Goals & Motivations

Rachel

Improve the welfare of animals and the shelter community.

Key pain points

Michel

Wanted more flexibility with managing recurring donations (e.g., changing amounts, pausing, or canceling).

Jane

Build community and ensure access to essential resources, matching volunteers to meaningful roles.

Rachel

Shelter understaffed, basic calendar system, inconsistent volunteer attendance.

Martin

Use design skills to empower underprivileged individuals and give them a voice.

Jane

Difficulty tracking volunteer interests, matching them with roles, volunteer retention, and no-shows.

Click to view

Personas

Jane - 35 , The dedicated Volunteer

Goal:
Recruit, onboard, and schedule volunteers efficiently.

Needs :
A streamlined process for adding new volunteers to the system.

Frustrations:
Manually entering volunteer information into spreadsheets is time-consuming, repetitive, and prone to errors

David - 32 , The tech savvy fundraiser

Goal:
Track and analyze fundraising campaign performance.

Needs :
A single, accessible location to store all volunteer information, including contact details, availability, skills, interests, and history.

Frustrations:
It's challenging to keep track of when volunteers are available and match them with appropriate opportunities.

Click to View

Point of view statements

Users need a more effective way to track and analyze online donations because the current system lacks the tools to optimize fundraising campaigns and understand donor behaviour, limiting the foodbank's ability to maximize online donations.

Users need a more efficient way to manage volunteer information, scheduling, and communication because they are currently overwhelmed by manual data entry and fragmented systems, which takes time away from engaging with volunteers and fulfilling the foodbank's mission.

How Might we...

How might we streamline the volunteer scheduling process to minimize manual effort and ensure optimal event coverage?

How might we design a simple and intuitive interface for setting up, modifying, pausing, or canceling recurring donations?

Design

User Flows

The primary goal of this user flow is to enable users to efficiently analyze and report on campaign performance across different seasons

Click to View

Low fidelity frames

Dashboard Overview

This low-fidelity wireframe represents a dashboard for a donation management system, designed to help organizations track key metrics related to donations, user engagement, and campaign performance.

Click to View

Events Overview

This low-fidelity wireframe represents a dashboard for assigning a volunteer to an event , admins can add in volunteers here easily.

Click to View

User Testing

Navigation & Task Completion:

Users found it relatively easy to navigate the dashboard but struggled with certain functions, such as assigning volunteers to events or managing overdue donations.

Click to View

Iterate

Iterations

Suggested having a way to assign volunteers to events from the volunteer list.
Felt the final confirmation message disappeared too quickly.

~ Martin

Expressed uncertainty about the meaning of "Top Campaigns" and whether it referred to money or social media.

~Jane

"I like that I can see all of their details in one place."
"I was able to find their contact information easily".
"I wasn't sure what to click to actually send a reminder."

~Florence

Initially clicked on the "Donations" tab but didn't see an option for recurring donations. He then found it under a "view campaign data" button

~ Joel

Click to View

Hi Fi Wireframes

Dashboard

The Dashboard provides an overview of volunteer data, including total volunteers, availability, and recent activity, helping users track and manage records efficiently.

Click to View

Volunteers List

Learn more

The Volunteers List displays all registered volunteers with their key details. Users can search, edit, or delete records as needed.

Click to view

Adding Volunteers

When adding a volunteer, users must enter essential details like name, contact info, location, and availability. The system ensures data accuracy by checking for duplicates before saving.

Click to view

If a duplicate record is detected, users will be notified and prompted to review the entries. They can choose to merge, update, or delete duplicate records to maintain data accuracy.

Click to View

Duplicate records

Events

Here is an events list where admins can view upcoming events , add new events assign volunteers to events and more.

Click to View

Donations Dashboard

Campaign Data

Donations dashboard allows users to select a particular campaign to view the campaign data (Donations , Visits to foodbank , New Donors). They can also generate a report for them to view the report and have PDF versions.

Click to View

Recurring donations Data

Here, admins can manage recurring donation data to check statuses of overdue donations and take action if needed

Click to View

Conclusion

What I learned / Next steps

If I were to approach this project again, I would explore further enhancements to volunteer coordination and donation tracking, such as automated reminders for overdue donations and a more dynamic notification system. Moving forward, usability testing in real-world scenarios would help refine the dashboard’s efficiency and user experience. I’m most proud of how the solution simplifies volunteer and donation management, making it more intuitive and accessible for organizations like Dartford Foodbank.

Thank You , Any questions?

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Next case study

Location

London

Contact

ray.ilumoka@gmail.com

Target Audience

Foodbank staff

Volunteers

Donors (Both food and financial)

Event organizers and community partners.

Why it matters ?

Efficiently managing foodbank resources is crucial to maximizing the impact of their work. A well-designed dashboard will help: Improve overall resource management, enabling Dartford Foodbank to better serve those in need.

Research

Competitive analysis

The competitive analysis was to understand the strengths and weaknesses as well as opportunities and threats of the competitors in the market

What was discovered...

The analysis revealed areas where competitors are struggling, such as donor retention or technology adoption, indicating potential areas for Dartford Foodbank to focus on and improve.

I gained insights into broader trends and challenges within the food banking sector, such as the increasing demand for food assistance and the need for innovative solutions.

The analysis shows varying levels of technology adoption among competitors. Dartford Foodbank can assess its own use of technology for food management, donations, and volunteer coordination.

User interviews

Participants :

5 participants age range : 20 - 35

Criteria :

Foodbank staff

Volunteers

Donors(Both food and financial)

Event organisers and community partners

Goal :

The interview goal was to understand users pain points , motivations , preferred features

Define

Affinity mapping

Goals & Motivations

RachelImprove the welfare of animals and the shelter community.

Key pain points

MichelWanted more flexibility with managing recurring donations (e.g., changing amounts, pausing, or canceling).

JaneBuild community and ensure access to essential resources, matching volunteers to meaningful roles.

RachelShelter understaffed, basic calendar system, inconsistent volunteer attendance.

MartinUse design skills to empower underprivileged individuals and give them a voice.

JaneDifficulty tracking volunteer interests, matching them with roles, volunteer retention, and no-shows.

Personas

Jane - 35 , The dedicated Volunteer

David - 32 , The tech savvy fundraiser

Point of view statements

Users need a more effective way to track and analyze online donations because the current system lacks the tools to optimize fundraising campaigns and understand donor behaviour, limiting the foodbank's ability to maximize online donations.

Users need a more efficient way to manage volunteer information, scheduling, and communication because they are currently overwhelmed by manual data entry and fragmented systems, which takes time away from engaging with volunteers and fulfilling the foodbank's mission.

How Might we...

How might we streamline the volunteer scheduling process to minimize manual effort and ensure optimal event coverage?

How might we design a simple and intuitive interface for setting up, modifying, pausing, or canceling recurring donations?

Design

User Flows

The primary goal of this user flow is to enable users to efficiently analyze and report on campaign performance across different seasons

Low fidelity frames

Dashboard Overview

This low-fidelity wireframe represents a dashboard for a donation management system, designed to help organizations track key metrics related to donations, user engagement, and campaign performance.

Events Overview

This low-fidelity wireframe represents a dashboard for assigning a volunteer to an event , admins can add in volunteers here easily.

User Testing

Navigation & Task Completion:

Users found it relatively easy to navigate the dashboard but struggled with certain functions, such as assigning volunteers to events or managing overdue donations.

Iterate

Iterations

Suggested having a way to assign volunteers to events from the volunteer list.

Felt the final confirmation message disappeared too quickly.~ Martin

Expressed uncertainty about the meaning of "Top Campaigns" and whether it referred to money or social media.~Jane

"I like that I can see all of their details in one place.""I was able to find their contact information easily"."I wasn't sure what to click to actually send a reminder."~Florence

Initially clicked on the "Donations" tab but didn't see an option for recurring donations. He then found it under a "view campaign data" button~ Joel

Hi Fi Wireframes

Dashboard

The Dashboard provides an overview of volunteer data, including total volunteers, availability, and recent activity, helping users track and manage records efficiently.

Volunteers List

The Volunteers List displays all registered volunteers with their key details. Users can search, edit, or delete records as needed.

Adding Volunteers

When adding a volunteer, users must enter essential details like name, contact info, location, and availability. The system ensures data accuracy by checking for duplicates before saving.

If a duplicate record is detected, users will be notified and prompted to review the entries. They can choose to merge, update, or delete duplicate records to maintain data accuracy.

Duplicate records

Events

Here is an events list where admins can view upcoming events , add new events assign volunteers to events and more.

Donations Dashboard

Campaign Data

Donations dashboard allows users to select a particular campaign to view the campaign data (Donations , Visits to foodbank , New Donors). They can also generate a report for them to view the report and have PDF versions.

Recurring donations Data

Here, admins can manage recurring donation data to check statuses of overdue donations and take action if needed

Conclusion

What I learned / Next steps

Thank You , Any questions?

Rachel

Improve the welfare of animals and the shelter community.

Michel

Wanted more flexibility with managing recurring donations (e.g., changing amounts, pausing, or canceling).

Jane

Build community and ensure access to essential resources, matching volunteers to meaningful roles.

Rachel

Shelter understaffed, basic calendar system, inconsistent volunteer attendance.

Martin

Use design skills to empower underprivileged individuals and give them a voice.

Jane

Difficulty tracking volunteer interests, matching them with roles, volunteer retention, and no-shows.

Felt the final confirmation message disappeared too quickly.

~ Martin

Expressed uncertainty about the meaning of "Top Campaigns" and whether it referred to money or social media.

~Jane

"I like that I can see all of their details in one place."
"I was able to find their contact information easily".
"I wasn't sure what to click to actually send a reminder."

~Florence

Initially clicked on the "Donations" tab but didn't see an option for recurring donations. He then found it under a "view campaign data" button

~ Joel