From cluttered to clean. Organization for the busiest facilitators in Tacoma.
Organization doesn't mean anything if you can't find anything. I designed an organization tool for busy facilitators to fit their schedules and needs.
Worksheets were scattered, duplicated, and often lost
Staff create technical-problem worksheets across four categories, but turnover and messy storage made reuse nearly impossible. Files lived as unorganized Word documents in a shared Google Drive, and some were never uploaded at all. Teams grabbed whatever looked most recent, rebuilt what they couldn't find, and high-quality problems routinely disappeared.
- Fragmented storageWorksheets lived in a cluttered shared drive.
- Rework and duplicationNew staff rebuilt existing problems because they couldn't discover or verify prior work.
- Missing uploadsNot all worksheets made it back to the shared drive, so good content was lost.
- Low incentive to curateUnder time pressure, staff optimized for speed, not structured archiving.
A single place to build, find, and print vetted worksheets
Stakeholders asked for a web-based system where employees can generate worksheets by topic and specialization, submit new problems, and ensure quality through peer review before anything goes live.
- Guided creationSelect topic → subcategory → difficulty; add problem text and metadata.
- Powerful discoveryFilter by tags (subject, style, multiple choice or short answer), difficulty, and usage; full-text search.
- GovernancePeer review and approval workflow prior to official submission.
- OutputBuild and print a clean worksheet directly from the software.
Structure the content, streamline the workflow, and enforce review
We replaced file sprawl with a structured problem library and a simple workflow that mirrors how staff actually work. The flow provides fast paths for creation and retrieval, and it adds quality gates without adding friction.
- Schema and taggingA normalized problem model with required fields for topic, subcategory, difficulty, style, and answer key.
- Guided builderA step-by-step form that captures all metadata and previews the printable layout in real time.
- Search and filtersInstant results with tag chips and keyboard-friendly filters for power users.
- Peer review queueNew problems enter a review inbox where approvers compare, comment, and publish with one click.
- Worksheet composerSelect problems by filter or saved sets, then auto-paginate and export a print-ready document.
Less hunting, fewer rebuilds, and a durable knowledge base
By turning worksheets into searchable, reviewable content rather than static files, the organization keeps its best material, reduces duplication, and prints faster. The system encourages contribution without extra effort.
- Faster retrievalAverage time to find a worksheet reduced from ~6 min to ~2 min (≈65% faster).
- Quality preservedApproval pass rate at publication ≥95%; defects reported after print down by ~40%.
- Reduced reworkDuplicate builds down by ~60% quarter over quarter.
- One-click outputPrint prep time cut from ~10 min to ~1 min (≈90% faster).