Hybrid Transition of Academic Seminars

Institution: Institute of Anthropological Research, UNAM

Keywords: UX research, stakeholder interviews, hybrid collaboration, accessibility, digital onboarding, web content strategy, change management, educational technology, interdisciplinary work

Project Summary

As Head of Continuing Education at the Institute of Anthropological Research (UNAM), I led the reactivation and modernization of 25 academic seminars disrupted by the COVID-19 pandemic. Many of these seminars transitioned to digital or hybrid formats for the first time. I worked with researchers from different generations and varying levels of digital literacy to facilitate this transition. I supported live session management (via Zoom and Google Meet), designed custom microsites (using Google Sites) tailored to each academic team’s capacity, and recorded metrics to evaluate reach and improve user experience.

The Problem

The pandemic disrupted long-standing academic seminar series. Many participants were unfamiliar with digital platforms and required personalized support. There was no unified system to record sessions, promote events, or store materials. This led to disorganization, low attendance, and a loss of academic continuity.

Research Objectives

Understand the digital literacy and workflows of academic stakeholders.
Identify barriers and pain points in the transition to digital or hybrid seminars.
Design scalable support mechanisms (sites, guides, resources) tailored to varied user needs.
Measure the impact of digital onboarding on seminar continuity and participation.

Research Questions

What are the technical and emotional barriers to adopting digital collaboration tools among academic researchers?
How do users currently organize and promote seminars without centralized digital systems?
What level of autonomy can be achieved with minimal technical support?
How does digital onboarding affect participation and satisfaction rates?

My Role

I served as the sole UX researcher and project coordinator. I was responsible for digital platform onboarding, schedule coordination, session moderation, and the design and publishing of informational websites for selected seminars.

Participants & Stakeholders

Primary participants: 25+ academic researchers (seminar coordinators and presenters)
Secondary participants: Administrative staff, technical support personnel
Key stakeholders: Director of the Institute, Communication Office, IT department

Phase	Activities	Outputs
Define	- Mapped the disruption of seminar continuity due to the pandemic - Identified institutional goals and user needs	- Problem statement - Project goals
Discover	- Conducted interviews with seminar coordinators and staff - Contextual inquiry of digital workflows and tools - Benchmarked similar institutions	- Stakeholder insights - Digital literacy map - Comparative strategy notes
Synthesize	- Identified key user pain points: tech anxiety, lack of standard tools, communication gaps - Clustered findings by role (researcher/admin) and readiness	- User segments and personas - Opportunity areas
Ideate	- Co-designed support templates, training paths, and microsite structures - Prototyped onboarding materials and toolkits	- Wireframes of Google Sites - Onboarding scripts/checklists
Test	- Ran usability tests for pilot microsites - Collected feedback post-sessions and iterated onboarding flow	- Usability insights - Improved interface design
Implement	- Rolled out solutions to all 25 seminar teams - Launched 10 live microsites - Provided ongoing support and tutorials	- Final sites and training materials - Central resource repository
Evaluate	- Monitored session attendance and coordinator feedback - Adjusted based on usage patterns and evolving needs	- Participation metrics - Post-project satisfaction survey

Research Road: UX Process Overview

Research Methods Used

Stakeholder interviews (with researchers and administrators)
Contextual inquiry (digital habits, technical challenges)
Usability testing (microsites, Zoom usage)
Benchmarking (digital strategies in similar institutions)
Metrics review (attendance, participation rates)

Method	Purpose	Sample	Notes
Stakeholder Interviews	Identify goals, needs, digital competencies	12 researchers, 3 admin staff	Conducted remotely (Zoom)
Contextual Inquiry	Understand existing workflows and pain points	Observation during live sessions	Focused on setup and navigation
Usability Testing	Test prototypes of microsites and onboarding flow	8 seminar teams	Google Sites walkthroughs
Benchmarking	Compare institutional practices for academic events	4 peer institutions	Desk research
Metrics Review	Evaluate engagement and satisfaction	Session logs and post-surveys	Attendance, feedback, tech issues

Making sense of methodology

Final outcome

Recommendations

Standardize onboarding through reusable materials (videos, checklists, walkthroughs).
Create a centralized digital hub for promoting and archiving seminar content.
Assign digital liaisons or peer mentors for long-term support.
Emphasize accessibility and progressive autonomy in tool use.

Key Findings

Wide variation in digital skills across researchers (especially intergenerational).
High resistance to change linked to lack of institutional support and perceived complexity.
Absence of centralized communication or file-sharing systems.
Users valued autonomy when supported by well-designed templates and visual guides.

Solutions Implemented

I designed personalized onboarding sessions, developed Google Sites for over 10 seminars, and created checklists to help academic teams manage broadcasts independently. I also implemented centralized registration forms and supported communication strategies. A shared repository was developed containing video tutorials, FAQs, and technical guides.

Impact & Outcomes

25 academic seminars reactivated
120+ sessions conducted digitally or in hybrid mode
10 customized Google Sites launched
4,000+ cumulative attendees
80% of coordinators reported increased satisfaction and confidence in using digital tools.

Reflections

This project reinforced the power of UX research in non-commercial, academic contexts. I learned how to design inclusive onboarding systems, facilitate change management with empathy, and scale solutions for diverse user groups. The experience highlighted how strategic UX practices can restore and enhance academic continuity.

This project also strengthened my ability to translate complex institutional needs into accessible systems. I learned to manage change with empathy, bridge generational gaps, and empower users with limited technical skills. It also demonstrated the scalable impact of thoughtful digital transformation in academic contexts.