Research Overview
1.1 Initial Visit
1.2 Initial Visit
It became clear that the real challenges weren’t about people not wanting to help, it was that the makeshift processes weren’t supporting them. New volunteers often needed multiple clarifications just to get started, and without a structured system, things quickly became chaotic.
We knew then that to make a real difference, we had to focus on creating clarity in task flow and inventory tracking.
2.1 Competitive Analysis
To understand what already existed in the space, we looked into platforms like SmartChoice and PantrySoft.
While these tools offered powerful features like spoilage alerts and detailed inventory tracking, they were clearly built for larger operations with more resources and staff.
2.2 Competitive Analysis
For a community-driven pantry like IMPACT, the high cost and complexity of these systems were more of a barrier than a benefit.
Our biggest takeaway? The real need wasn’t for more features, it was for something simple, affordable, and built to support, not replace, the way they already work.
3.1 Desk Research
To ground our understanding, we dove into over 10 academic papers and industry reports on food pantry logistics, inventory control, and digital tools.
Across the board, one thing was clear: poor inventory systems create waste, confusion, and burnout, especially in resource-constrained environments like food pantries.
3.2 Desk Research
We also learned that while digital solutions exist, many are too complex or costly for small teams.
What’s needed are tools that are simple, scalable, and built to actually support day-to-day realities on the ground.
4.1 Interview
We sat down with Jason, the inventory coordinator, to better understand what was really happening behind the scenes.
He confirmed much of what we’d observed, volunteers needed more structure, tracking was inconsistent, and most processes relied too heavily on memory and informal systems.
4.2 Interview
Jason also helped us identify opportunities that would make the most impact: a simple way to train volunteers, better visibility into stock flow, and some way, any way, to measure the pantry’s impact.
His insights became the foundation for how we framed our solution.
5.1 Survey
To understand the volunteer experience, we ran a survey that quickly revealed recurring issues: unclear instructions, disorganized storage, and a lack of training.
Many volunteers struggled to locate items and complete tasks without help.
5.2 Survey
What stood out most? Nearly 78% said it was hard to find items, and half said they needed support to finish restocking.
Volunteers weren’t just asking for better tools, they were asking for clarity, structure, and independence.
Constraints
01
Technical Unfamiliarity
Many volunteers were older adults with limited tech exposure. We had to prioritize simplicity and ease of use to support smooth onboarding and independent workflows.
02
Budget Limitations
As a nonprofit, the pantry required affordable and sustainable solutions. Every idea had to be functional, low-cost, and long-lasting.
03
Limited Infrastructure
The pantry operated without a dedicated tech setup or reliable internet in key areas, needing our solution to be lightweight, offline-friendly, and hardware-conscious.
04
Undefined Scope
With no predefined boundaries or deliverables, our team had to shape the project’s direction, priorities, and outcomes from scratch.
Problem Statement
How might we design a system that simplifies inventory management and tracking and improves volunteer task coordination at the IMPACT Center, enabling more efficient resource management and reducing reliance on specific individuals?
User Persona
Jason Bratina
52 years old
"I just want something that helps us run smoother, without turning this into a full-time IT job."
Background
Jason has managed the pantry for years, handling everything from stock to volunteers.
While deeply experienced, he relies on memory, whiteboards, and verbal updates to keep things running.
Needs
A simple system that doesn’t overwhelm.
Clear visibility into stock movement.
A way to coordinate volunteers without repeated clarifications.
Frustrations
Overreliance on him for basic information.
No clear way to track impact
Volunteers often need multiple clarifications for tasks.
Proposed Solutions
Optimized Pantry Organization
We proposed reorganizing the pantry layout using a color-coded shelving system paired with clear labeling. This approach is intended to make item identification and retrieval faster and easier for volunteers.
By reducing search time and minimizing confusion, it would support a smoother workflow and lessen the daily operational burden on staff.
ImpactSync: An Integrated Digital Platform
We recommended deploying ImpactSync, a kiosk-based tool that we designed to streamline daily pantry operations. It would centralize inventory and volunteer task management, enabling check-ins, assignments, updates, and stock tracking.
Simple and intuitive, it would reduce reliance on verbal coordination and boost volunteer confidence.
Information Architecture
We brainstormed on an information architecture to figure out how the information will be laid out in the digital platform.
Initial Sketches
Paper Prototypes
Low Fidelity Wireframes
Final Prototypes
Register New Volunteer
Volunteer Task Management
Designing for Grassroots Impact
Client Feedback
“This system would greatly benefit us especially in organizing volunteers, tasks. and helping volunteers locate products in our warehouse. The team have been very engaged in everything we are doing here at the IMPACT Center.
They have seen all aspects of our process and have completely incorporated that into a system that I feel could genuinely help how things are done around our facility. The team have been a pleasure to work with.”
— Jason, IMPACT Center Warehouse Coordinator
