Back to workMindy Blasbalg

Mindy Blasbalg 2026

Case Study

Smart
student
management
platform

Custom Task & Knowledge Management
for Mifgash Institute

My RoleUIUX researcher & designer

The tasks screen: the task list with its status chips and filters
The dashboard: the day's summary cards above the task list

Overview

The lack of order and constant chaos caused daily problems and demanded a solution.

As a senior employee at the Mifgash Institute, I witnessed how the lack of organization impacted work quality, productivity, and team confidence. To address this, I centralized all information into one engaging and interactive system for the staff.

Challenges

A disorganized workflow caused confusion and led to missed tasks.

  1. Lack of Clarity

    Employees lack clarity about the tasks they need to complete during the day.

  2. Lost Tasks

    In a dynamic, fast-paced role, the absence of a dedicated space for task tracking and reminders often causes tasks to fall between the cracks.

  3. Disorganized Information and Lack of Structure

    Since there is no single place that consolidates all relevant data, employees have no way of knowing whether the information they have is accurate.

    As a result, before taking any action, they find themselves checking multiple documents and files (and there are many...). This leads to wasted time and frequent mistakes.

Goals

Creating a simple flow where tasks are clear and priorities are obvious.

  1. Simplifying the Workflow

    The goal was to create immediate clarity, ensuring employees know exactly what to prioritize, allowing for a smoother, more logical, and efficient workflow.

  2. Centralizing All Information

    Gathering all information into one unified platform. This stops mistakes caused by scattered data, giving the team full confidence in their choices without the hassle of juggling multiple tools.

Research

Uncovering the Root Cause by analyzing the Workflow & running In-Depth User Interviews.

I investigated the root cause by analyzing the actual daily workflow and interviewing the team to map their specific needs. My goal is to gain a deep understanding of their daily struggles, so I can build a solution that truly works for them.

Persona

Noa — the portrait is blurred in the design

Noa21JerusalemStudent Administration Manager

Challenges:

  • I have no way to verify if the information I have is the most up-to-date.
  • I waste valuable time on manual work over and over.
  • I want the option to add reminders for myself while working.

If there was just one place that brings everything together in an organized way, it would save a lot.

Maya — the portrait is blurred in the design

Maya24JerusalemOffice Manager & Sales Lead

Challenges:

  • All the information is messy, and I have to update it in several sheets every time.
  • A client calls in the middle and I need to enter it into the system, but I am in the middle of something else, and then I forget to save.

I want to come in the morning and see exactly what I have to do and what is most urgent, and to be able to open a new client at any moment.

Current Workflow

The three spreadsheets and message threads the office was running on
The workflow mapped end to end, from the first call to the closed task

Analyzing Market Leaders

I analyzed task management systems like Monday and Asana to understand how to centralize information in the most accessible way for the employee.

  • A monday.com board with a new task being typed straight into the row
    A new task opens directly inside the dashboard.
  • An Asana board with the edit affordance showing on a hovered card
    When hovering over the card, there is an edit option.

Solving

Solving the Challenges

Important information is accessible directly from the dashboard, which is the default screen. This makes the work process easier and gives the employee a sense of confidence and calm.

The dashboard as it ships: the greeting, the four summary cards and the task list

Urgency FirstI created a clear separation between tasks and notifications to handle what is urgent first.

The notifications column beside the summary card and the task list

Task OverviewAll the employee's tasks are centralized in one dashboard, with statuses showing the current state of the task.

Two task rows, each with its status chip, due date and tags

Fully SyncedEach task has a tag that links her to the student to ensure full synchronization.

Quick ActionsKey actions, like creating a new client or task, are accessible from the sidebar on every screen, without interrupting the workflow.

The sidebar opening a new task without leaving the screen

Progress TrackingI created a dedicated space to track tasks and alerts. This boosts motivation and gives a clear indication of how long the work actually takes.

The three progress cards: tasks done, alerts handled and time spent

Instant EditingEditing a task is done immediately within the screen, allowing the staff to make quick changes without losing their place.

The same task row in three states as it is edited in place

Looking Ahead

My next goal is to integrate an AI 'Smart Assist' button to streamline the workflow even further:

  • Automating routine actions (like sending documents).
  • Helping employees manage their tasks by offering friendly suggestions for 'What to do next'.
The new-task panel the Smart Assist button would open

User Feedback

The interface is so organized and clear. I finally know exactly what to do first. It’s great to have different options for opening a task.

The actions I need most are super accessible. And the real-time syncing keeps everything organized and updated instantly.

The finished platform in use, moving from the dashboard through a task