Streamlining Conference Registration for IAPAC

Introduction

The International Association of Providers of AIDS Care (IAPAC) conducts several key conferences annually and required an overhaul of their digital infrastructure to enhance user experience and streamline conference management. Previously reliant on a third-party service that was costly and limited in customization, the need for a bespoke conference management portal became apparent.

Challenge

Transitioning from a third-party service posed several challenges. The IAPAC staff, accustomed to the existing system, struggled to define their needs clearly, complicating the requirements gathering process. Coupled with a tight budget and timeline, the initial launch fell short of expectations, highlighting the need for a more dynamic development approach. This led to the introduction of an Agile workflow to address these challenges, though it initially met with resistance due to the client’s familiarity with a traditional waterfall process.

Role and Actions

In this project, my role was pivotal in bridging the gap between IAPAC and our technical team:

• Facilitator and Translator: I took on the responsibility of understanding and documenting the client’s workflow, then effectively communicated these requirements to the UX designers and developers. This role was crucial in ensuring that the technical solutions developed were in alignment with the client’s needs.
• Agile Advocate and Educator: I advocated for the adoption of Agile methodologies, facilitating the shift from a waterfall approach to one that embraced rapid iterations. This involved educating the client on the benefits of Agile, such as flexibility and faster turnaround times, and aligning their expectations with the new process.
• Solution Strategist: When faced with system limitations, I developed and proposed viable workarounds and improved workflows, ensuring that the project remained on track and met client expectations despite the constraints.