World Usability Day: UX in Document Technology

Usability Day: November 9

Usability, also known as “User Experience” or “UX”, is a key quality aspect of software, allowing its users to achieve their goals through effective, efficient, satisfying and reliable technology. In practice, this means that users should encounter very few errors and, if they do occur, users should be able easily learn from them. The importance of UX is so relevant in our current society that World Usability Day is being celebrated annually all over the world since 2005. The proposal was brought to life by the User Experience Professionals Association, with the purpose of making people aware of how important it is today to ensure that everyday products and tools are easier and more practical to use –well beyond the mere concept of usability –, especially in the field of technology.

Usability Requirements in Document Technology

The concept of software usability is, logically, not limited to document technology. Regardless of the type of software, it always requires designers and programmers to apply basic usability and quality features to guarantee that the product meets the needs of its users. The ultimate goal is to develop efficient and effective solutions addressing the challenges of the business world in general and the users in particular.

The key aspects that any document technology software solution –and any other type of software– should cover to make life easier for its users are the following:

• Easy Installation: The very first contact of users with their newly purchased document software is the installation process. Therefore, it should be a user-friendly process, explained via clear documentation in the form of video tutorials or user manuals.
• Simple Update: As we all know, any software program that is not updated will be increasingly less secure. The update process of document technology software should be straightforward enough for users to be able to carry out themselves.
• User-Friendly: When the design or the development of a interface does not meet user-friendly standards, then users will undoubtedly experience problems. However, a well-designed graphical interface may even overcome poor software coding.
• Efficiency: Document software is not only expected to address specific challenges in the document life cycles of a company, but it must also do so efficiently. This means that the software must be fully optimized, ensuring compatibility with specific IT infrastructures and environments, avoiding memory leaks and enabling correct operation across the underlying structures and subsystems.
• Easy Navigation: The main objective of any interface is to facilitate user interaction via graphic, visual tool. The best way of doing so is to focus on interface aspects that have already proven to be effective, such as, drop-down menus, differentiating elements, tool tips, etc.
• No Third-Party Software: The more a software depends on other programs –which even includes antivirus or anti-spyware–the greater its vulnerability level.
• Quick Incident Resolution: Whenever a problem occurs, the document software user should be able to easily contact the corresponding support service and promptly receive an answer.
• Compliance with Standards: Any user-friendly software product must provide a straightforward interconnection between its applications and the hardware. Therefore, developers should comply with the corresponding standards during software development.
• Quick Uninstall: The process of removing document technology software from any system should also be quick and easy. This way, the last impression of the software will still be positive.

Visual Learning in Document Technology

Having to use a new software tool at work usually involves a learning curve and some time needed to master the program. The elements of usability integrated in that new software are generally related to the importance of everything that is “visual” in today´s society. In fact, a study conducted by the creative agency Wyzowl highlights the importance of learning through sight. Among its conclusions, it states that memory is closely related to what we see, since a large number of studies show that people only remember 10% of what they hear and 20% of what they read, but up to 80% of what they see.

Likewise, NeoMam Studios has developed an infographic in which they explain, among other aspects, that about 50% of the human brain is involved in the processing of visual stimuli. In this sense, visual information is increasingly important, because we currently receive 5 times more information than in 1986.

In conclusion, a software product, whether it belongs to the area of document technology or to any other type of user-dependent software, should include a friendly design and interfaces which comply with the main aspects of UX, Those are, without a doubt, key elements in ensuring the success of document technology software (and any other software) in any company.

References:

• Wyzowl
• NeoMam Studios
• Usability Professionals' Association

André Klein

Freelance Consultant for DocPath