User Research Department System
A user research team studying the product’s users and their needs and turning them into actionable recommendations.
From an open product question to a documented recommendation: studies, interviews, and analysis whose impact is measured after adoption.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Research starts as a question card in “Question”: a real product question nagging the team — why do users abandon the activation step? Which feature do our biggest customers actually ask for? Once the product manager approves the question it moves to “Desk Research”, where existing data and past findings are gathered before any fieldwork. Then “Interviews”: scheduling users, conducting the interviews, and uploading recordings and notes to the card; then “Analysis” to break down what was said into recurring patterns, not isolated quotes. Findings are drafted in “Recommendations” as actionable items ranked by impact; they move to “Adoption” when the product team actually takes them up; and close in “Measurement” by documenting the impact of what was applied.
The Forum is the research knowledge archive: every completed study is a documented topic with its method, findings, and recordings, so any new project returns to it instead of researching from scratch. Open analytical debates — is this pattern real or a small-sample fluke? — happen in the Forum with product managers participating, so recommendations come out collectively vetted, not a lone researcher’s opinion.
The user researcher owns the card from “Desk Research” to “Recommendations”: planning the method, running interviews, and writing the analysis. The product manager plants questions in “Question”, receives recommendations, and decides what enters the roadmap in “Adoption”. The interview coordinator manages the panel of willing users, scheduling, and consents. The rule: no recommendation is built on a single interview, and no study closes without the question’s owner learning what became of their question.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
User Researcher
Plans each study’s method, conducts and analyzes interviews, and writes recommendations in actionable form ranked by impact.
Product Manager
Raises research questions and prioritizes them, receives recommendations and decides what to adopt in “Adoption”, and joins analysis discussions in the Forum.
Interview Coordinator
Manages the participant base, schedules interviews and arranges consents and compensation, and uploads recordings to the cards.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
Forum sections (4)
- Open Research QuestionsCandidate questions for study with their context — why they matter now and which decision will be built on them.
- Study SummariesAn archive of completed studies: method, findings, recommendations, and recording links — a reference that never needs re-researching from zero.
- Research MethodsPractical guides: how to run a non-leading interview, how to pick a sample, and how to document observations.
- Patterns & Quick SignalsSmall recurring observations that don’t yet merit a full study, logged here until they accumulate enough to deserve one.
«Working Rules for This System» — Pinned in the forum
1) Every study starts with a clear question stating the decision to be built on it — no research for curiosity alone. 2) Interview recordings and notes are uploaded to the card within a day of the interview. 3) No recommendation is accepted from a single interview — the recurring pattern is the unit of analysis. 4) Every study’s summary is documented in the “Study Summaries” section before its card closes. 5) Whatever enters “Adoption” is followed through to “Measurement” of its impact, never left hanging without an owner.
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