Case Study 1 - Aligning Stakeholders to deliver a unified Information Architecture

Adelaide University

Co-Design Facilitation | Strategic IA Vision | Stakeholder Alignment

Overview

In merging the digital capabilities of two distinct university entities, the biggest challenge was aligning the priorities and approaches of two separate digital teams. Each team brought its own legacy processes and viewpoints, which often led to conflicting ideas about the future information architecture (IA) of the new Adelaide University website.

The Stakeholder Challenge

Both legacy teams arrived with entrenched processes and competing priorities, which threatened to stall progress. For the program to move forwards, my role was to align and reframe these viewpoints into a single IA vision and build consensus on a website roadmap that balanced Go‑To‑Market requirements with a future full-site expansion. By emphasising shared goals rather than legacy biases, we set the tone for collaborative decision-making as we begun on the IA.

Stakeholder alignment

  • Facilitated Workshops: In co-design workshops with over sixteen stakeholders, I facilitated in-person card‑sorting exercises and structured forums with digital leadership and executive stakeholders, ensuring each voice was heard and tied back to our strategic north star.

  • Collaborative Decision-Making: By mixing members from both teams, we worked through multiple rounds of card sorting and then undertook unmoderated TreeJack testing to iteratively refine the IA. This process allowed for diverse perspectives to be validated through data and usability insights.

  • Neutral Mediation: Acting as an impartial facilitator, I guided discussions to help stakeholders leave behind their old institutional “hats” and embrace a shared vision for the website’s structure and user experience.

Results

  • Unified Information Architecture: Through structured collaboration, we successfully integrated divergent viewpoints into a cohesive IA that looked forward to the future, but also reflected the best aspects of both legacy websites.

  • Improved Decision-Making: The workshops and testing sessions not only validated the IA but also built a sense of shared ownership among stakeholders, which was critical in a politically charged environment.

Key Takeaways

  • Early and structured stakeholder engagement is vital for merging differing digital cultures.

  • Neutral facilitation can effectively bridge gaps between teams and drive consensus in complex organisational settings.