Secure File Sharing

Problem

In 2015, CRE marketing professionals were spending excessive time (2,000+ hours/year) on marketing "busy work." Buildout addressed this by automating updates across marketing materials when property information changes. However, the challenge extended beyond mere efficiency:

1. Lead Generation: While Buildout facilitated marketing material distribution through various channels (property websites, company website plugins, document sharing, and listing emails), capturing lead information effectively was crucial.

2. Confidentiality Management: Some documents contained sensitive information requiring confidentiality agreements, but not all brokerages had the same requirements.

3. Diverse Brokerage Needs: User interviews revealed that each brokerage had unique preferences for secure document handling. This variability presented a design challenge: how to create a system flexible enough to accommodate diverse needs while maintaining ease of use.

Solution

I designed a customizable document security and settings feature, allowing each brokerage to tailor their document sharing process. The key design decisions were:

1. Brokerage-level Customization: This decision was driven by the need to respect and accommodate the varying processes of different brokerages, ensuring the system wouldn't disrupt existing workflows.

2. Drag-and-drop System: I chose this interface for its intuitive nature and flexibility. It allows users to easily prioritize and rearrange the steps in their document sharing process. This decision was based on the principle of giving users direct control over their workflow in a visually comprehensible manner.

3. Modular Security Options: I provided four distinct security modules:

   a) Information Collection: Gathers lead information, supporting lead generation efforts. '

   b) Email Verification: Ensures legitimate contact information, improving lead quality.

   c) Confidentiality Agreement: Protects sensitive information when necessary.

   d) Waitlist: Gives brokers control over document access, useful for high-value or sensitive properties.

   These modules were designed to be mixed and matched, allowing for maximum flexibility while maintaining a structured approach.

Process

01. RESEARCH

1. Customer Feedback Analysis: This deep dive into existing feedback ensured we were addressing real, documented user needs.

2. Client Interviews: By understanding current processes and desired features, we ensured our solution would be relevant and valuable.

3. Development Team Collaboration: This early involvement of the development team helped balance user desires with technical feasibility, ensuring we designed a solution that could be effectively implemented.

02. DESIGN

1. Workflow Wireframing: This step ensured we captured all user requirements before moving to visual design, reducing the need for major revisions later.

2. Documents Page Update: Redesigning this page was crucial to integrate the new settings seamlessly into the existing interface.

3. Leads Page Updates: These changes were designed to give users visibility into lead progress and the ability to intervene if needed, enhancing the lead nurturing process.

4. Clean Interface Design: The focus on a clean, easy-to-use interface for document settings was driven by the need to make a complex system accessible to all users, regardless of their technical proficiency.

Conclusion

This approach demonstrates a user-centered design process that balances flexibility with usability. By allowing extensive customization within a structured framework, we addressed the diverse needs of different brokerages while maintaining a consistent and intuitive user experience. The modular nature of the security options also future-proofs the system, allowing for easy additions or modifications as user needs evolve.