Microsoft, Seattle
Microsoft, Seattle
College Project
College Project
Microsoft OneNote: The Cognitive Scaffolding Redesign
Microsoft OneNote: The Cognitive Scaffolding Redesign
A PM class with Product managers from Microsoft as stakeholders, targeting to reduce executive dysfunction for users with Inattentive ADHD by moving from "Blank Canvas" to "Guided Focus."
A PM class with Product managers from Microsoft as stakeholders, targeting to reduce executive dysfunction for users with Inattentive ADHD by moving from "Blank Canvas" to "Guided Focus."
86%
86%
86%
Cognitive Load Reduction
Cognitive Load Reduction
Cognitive Load Reduction
100%
100%
100%
User Preference
User Preference
User Preference
+62%
+62%
+62%
Faster Task Initiation
Faster Task Initiation
Faster Task Initiation
Product Management
Product Management
Product Management
Product Design
Product Design
Product Design
Deep User Research
Deep User Research
Deep User Research
Neurodiversity & Accessibility
Neurodiversity & Accessibility
Neurodiversity & Accessibility
Executive Summary
Project Data
My Role
Lead End-to-End Designer & Researcher
Lead End-to-End Designer & Researcher
Lead End-to-End Designer & Researcher
Team
Project Management Class (1 designer | 2 researchers | 1 technical specialist)
Project Management Class (1 designer | 2 researchers | 1 technical specialist)
Project Management Class (1 designer | 2 researchers | 1 technical specialist)
Timeline
4 months
4 months
4 months
Focus
Accessibility
Accessibility
Accessibility
Context
OneNote Focus Modes is a redesign of Microsoft’s flagship note-taking tool that introduces "Guided Workspaces"—pre-structured environments that eliminate decision fatigue and blank-page anxiety for professionals with inattentive ADHD.
OneNote Focus Modes is a redesign of Microsoft’s flagship note-taking tool that introduces "Guided Workspaces"—pre-structured environments that eliminate decision fatigue and blank-page anxiety for professionals with inattentive ADHD.
OneNote Focus Modes is a redesign of Microsoft’s flagship note-taking tool that introduces "Guided Workspaces"—pre-structured environments that eliminate decision fatigue and blank-page anxiety for professionals with inattentive ADHD.
Process
Investigate
Academic literature review on Sensory Gating and Working Memory deficits
Investigate
Academic literature review on Sensory Gating and Working Memory deficits
Investigate
Academic literature review on Sensory Gating and Working Memory deficits
Analyse
Competitive audit of Notion (too complex) vs. Google Keep (too simple) to find the "Goldilocks" zone.
Analyse
Competitive audit of Notion (too complex) vs. Google Keep (too simple) to find the "Goldilocks" zone.
Analyse
Competitive audit of Notion (too complex) vs. Google Keep (too simple) to find the "Goldilocks" zone.
Iteration
Moving from "Feature Lists" (timers, tags) to "Experiential Modes" (Deep Work vs. Brain Dump) based on Sprint 4 feedback.
Iteration
Moving from "Feature Lists" (timers, tags) to "Experiential Modes" (Deep Work vs. Brain Dump) based on Sprint 4 feedback.
Iteration
Moving from "Feature Lists" (timers, tags) to "Experiential Modes" (Deep Work vs. Brain Dump) based on Sprint 4 feedback.
Validate
User Testing & Preference testing with diagnosed ADHD professionals to measure anxiety reduction.
Validate
User Testing & Preference testing with diagnosed ADHD professionals to measure anxiety reduction.
Validate
User Testing & Preference testing with diagnosed ADHD professionals to measure anxiety reduction.
Problem
Solution
Impact
Blank Page Paralysis: OneNote’s infinite flexibility forces users to make constant micro-decisions (layout, hierarchy, formatting) before they even start writing.
Blank Page Paralysis: OneNote’s infinite flexibility forces users to make constant micro-decisions (layout, hierarchy, formatting) before they even start writing.
Blank Page Paralysis: OneNote’s infinite flexibility forces users to make constant micro-decisions (layout, hierarchy, formatting) before they even start writing.
Guided Workspace Modes: A "Choose Your State" entry point offering four tailored modes: Brain Dump (rapid capture), Deep Focus (Pomodoro + single task), Creation (visual canvas), and Clean Mode (minimal UI)
Guided Workspace Modes: A "Choose Your State" entry point offering four tailored modes: Brain Dump (rapid capture), Deep Focus (Pomodoro + single task), Creation (visual canvas), and Clean Mode (minimal UI)
Guided Workspace Modes: A "Choose Your State" entry point offering four tailored modes: Brain Dump (rapid capture), Deep Focus (Pomodoro + single task), Creation (visual canvas), and Clean Mode (minimal UI)
Unanimous Validation: User testing showed a 100% preference (4/4 participants) for the guided experience over the standard blank page.
Unanimous Validation: User testing showed a 100% preference (4/4 participants) for the guided experience over the standard blank page.
Unanimous Validation: User testing showed a 100% preference (4/4 participants) for the guided experience over the standard blank page.
Sensory Overload: The cluttered UI and lack of "guardrails" tax working memory, leading to distraction loops where thoughts are lost before they are captured.
Sensory Overload: The cluttered UI and lack of "guardrails" tax working memory, leading to distraction loops where thoughts are lost before they are captured.
Sensory Overload: The cluttered UI and lack of "guardrails" tax working memory, leading to distraction loops where thoughts are lost before they are captured.
Decision-Free Capture: Pre-loaded, task-oriented templates that appear automatically based on the selected mode, removing the need to "design" the page.
Decision-Free Capture: Pre-loaded, task-oriented templates that appear automatically based on the selected mode, removing the need to "design" the page.
Decision-Free Capture: Pre-loaded, task-oriented templates that appear automatically based on the selected mode, removing the need to "design" the page.
Behavioral Shift: Users reported significantly reduced anxiety and increased confidence in task initiation, validating that "structure first, flexibility second" is the correct mental model for neurodivergent productivity.
Behavioral Shift: Users reported significantly reduced anxiety and increased confidence in task initiation, validating that "structure first, flexibility second" is the correct mental model for neurodivergent productivity.
Behavioral Shift: Users reported significantly reduced anxiety and increased confidence in task initiation, validating that "structure first, flexibility second" is the correct mental model for neurodivergent productivity.
Detailed Project Walkthrough
Detailed Project Walkthrough
Detailed Project Walkthrough
Research
Research
Research
OneNote Focus Modes is a redesign of Microsoft’s flagship note-taking tool that introduces "Guided Workspaces"—pre-structured environments that eliminate decision fatigue and blank-page anxiety for professionals with inattentive ADHD.
OneNote Focus Modes is a redesign of Microsoft’s flagship note-taking tool that introduces "Guided Workspaces"—pre-structured environments that eliminate decision fatigue and blank-page anxiety for professionals with inattentive ADHD.
OneNote Focus Modes is a redesign of Microsoft’s flagship note-taking tool that introduces "Guided Workspaces"—pre-structured environments that eliminate decision fatigue and blank-page anxiety for professionals with inattentive ADHD.
Sprint Conducted
Sprint Conducted
Sprint Conducted
Sprint 1
The product & problem
Sprint 1
The product & problem
Sprint 1
The product & problem
Sprint 2
The inputs discovery phase
Sprint 2
The inputs discovery phase
Sprint 2
The inputs discovery phase
Sprint 3
Concept design & test planning
Sprint 3
Concept design & test planning
Sprint 3
Concept design & test planning
Sprint 4
Testing and Business Impact
Sprint 4
Testing and Business Impact
Sprint 4
Testing and Business Impact
Sprint 5
Iteration and Evaluation
Sprint 5
Iteration and Evaluation
Sprint 5
Iteration and Evaluation
Challenge
Challenge
Challenge
Early to mid-career professionals with inattentive ADHD. Key skills for workplace success: Organization, focus, and follow-through issues
Early to mid-career professionals with inattentive ADHD. Key skills for workplace success: Organization, focus, and follow-through issues
Early to mid-career professionals with inattentive ADHD. Key skills for workplace success: Organization, focus, and follow-through issues
Tools like Microsoft OneNote designed for flexibility, creates a perfect storm of cognitive barriers & assume strong self-management and structure.
Tools like Microsoft OneNote designed for flexibility, creates a perfect storm of cognitive barriers & assume strong self-management and structure.
Tools like Microsoft OneNote designed for flexibility, creates a perfect storm of cognitive barriers & assume strong self-management and structure.
Professionals don’t fail because they lack ability but because productivity tools aren’t designed with their cognitive needs in mind
Professionals don’t fail because they lack ability but because productivity tools aren’t designed with their cognitive needs in mind
Professionals don’t fail because they lack ability but because productivity tools aren’t designed with their cognitive needs in mind
Core Problem
OneNote's open structure amplifies 3 ADHD-specific challenges: difficulty filtering distractions, rapid working memory loss, & decision fatigue from unclear next steps
OneNote's open structure amplifies 3 ADHD-specific challenges: difficulty filtering distractions, rapid working memory loss, & decision fatigue from unclear next steps
"I remember when I entered OneNote as a fresh employee. It had so much visual noise, and I couldn't filter out the clutter."
"I remember when I entered OneNote as a fresh employee. It had so much visual noise, and I couldn't filter out the clutter."
Research & Discovery
Research & Discovery
Research & Discovery
Understanding the Cognitive Barriers
Why does OneNote fail this population using academic research and competitive analysis?
Understanding the Cognitive Barriers
Why does OneNote fail this population using academic research and competitive analysis?
Understanding the Cognitive Barriers
Why does OneNote fail this population using academic research and competitive analysis?
Sensory Gating Failure
The ADHD brain lacks automatic filtering for non-essential visual elements. In OneNote, every ribbon button, side panel, and icon demands equal attention. When everything screams for focus, users struggle to determine where to look first, delaying task initiation entirely.
Sensory Gating Failure
The ADHD brain lacks automatic filtering for non-essential visual elements. In OneNote, every ribbon button, side panel, and icon demands equal attention. When everything screams for focus, users struggle to determine where to look first, delaying task initiation entirely.
Sensory Gating Failure
The ADHD brain lacks automatic filtering for non-essential visual elements. In OneNote, every ribbon button, side panel, and icon demands equal attention. When everything screams for focus, users struggle to determine where to look first, delaying task initiation entirely.
Slippery Working Memory
Ideas vanish in seconds. If a thought must navigate three menus before being captured, it's already gone. One participant described it perfectly: "The problem with OneNote is that I can barely find half of the functionalities, so using a focused interface that I can customize will be beneficial."
Slippery Working Memory
Ideas vanish in seconds. If a thought must navigate three menus before being captured, it's already gone. One participant described it perfectly: "The problem with OneNote is that I can barely find half of the functionalities, so using a focused interface that I can customize will be beneficial."
Slippery Working Memory
Ideas vanish in seconds. If a thought must navigate three menus before being captured, it's already gone. One participant described it perfectly: "The problem with OneNote is that I can barely find half of the functionalities, so using a focused interface that I can customize will be beneficial."
Decision Fatigue
Research shows ADHD professionals don't lack planning strategies, they struggle to maintain organizational systems over time. Every micro-decision about where notes belong, how pages should look, and what to do next compounds into overwhelming cognitive load
Decision Fatigue
Research shows ADHD professionals don't lack planning strategies, they struggle to maintain organizational systems over time. Every micro-decision about where notes belong, how pages should look, and what to do next compounds into overwhelming cognitive load
Decision Fatigue
Research shows ADHD professionals don't lack planning strategies, they struggle to maintain organizational systems over time. Every micro-decision about where notes belong, how pages should look, and what to do next compounds into overwhelming cognitive load
First Round of Testing: Preference Testing
First Round of Testing: Preference Testing
First Round of Testing: Preference Testing
Conducted testing with four diagnosed ADHD professionals (ages 22-29) on three initial concepts
These findings fundamentally reshaped our approach.
Conducted testing with four diagnosed ADHD professionals (ages 22-29) on three initial concepts
Three Initial Concepts & Core Feedback
Three Initial Concepts & Core Feedback
Three Initial Concepts & Core Feedback
Concept 1: Pre-built Templates & Modes
Provides ready-to-use templates that remove the need for setup decisions & Configurable workspaces with selectable tools and views
Reduced blank page anxiety but concerns about over-customization
Concept 1: Pre-built Templates & Modes
Provides ready-to-use templates that remove the need for setup decisions & Configurable workspaces with selectable tools and views
Reduced blank page anxiety but concerns about over-customization
Concept 1: Pre-built Templates & Modes
Provides ready-to-use templates that remove the need for setup decisions & Configurable workspaces with selectable tools and views
Reduced blank page anxiety but concerns about over-customization
Concept 2: System Integration
Sync tags across Microsoft apps like Outlook and Teams. Import notes automatically from other apps or around meetings
Valued but feared information overload
Concept 2: System Integration
Sync tags across Microsoft apps like Outlook and Teams. Import notes automatically from other apps or around meetings
Valued but feared information overload
Concept 2: System Integration
Sync tags across Microsoft apps like Outlook and Teams. Import notes automatically from other apps or around meetings
Valued but feared information overload
Concept 3: Quick Capture Panel
Provides a fast, friction-free way for users to jot down thoughts or reminders without interrupting their workflow.
Received the most enthusiastic response, described as "essential"
Concept 3: Quick Capture Panel
Provides a fast, friction-free way for users to jot down thoughts or reminders without interrupting their workflow.
Received the most enthusiastic response, described as "essential"
Concept 3: Quick Capture Panel
Provides a fast, friction-free way for users to jot down thoughts or reminders without interrupting their workflow.
Received the most enthusiastic response, described as "essential"
Key Insight from Testing
Key Insight from Testing
Key Insight from Testing
“Users didn't want scattered features; they wanted cohesive experiences that matched their mental state. This pivoted our entire approach from feature-list to experience-design. We discovered that ADHD users struggle most before they even start working, in moments of sensory gating failure, filtering challenges, and mind blanking. This is where cognitive effort spikes highest.”
Therefore,
Blank page anxiety → Increased cognitive load → Avoidance → Productivity loss.
Therefore,
Blank page anxiety → Increased cognitive load → Avoidance → Productivity loss.
Therefore,
Blank page anxiety → Increased cognitive load → Avoidance → Productivity loss.
Traditional OneNote forces users to build structure before capturing any content. This dual demand, create and organize, overwhelms executive function and triggers the exact cycle we needed to break.
Traditional OneNote forces users to build structure before capturing any content. This dual demand, create and organize, overwhelms executive function and triggers the exact cycle we needed to break.
Traditional OneNote forces users to build structure before capturing any content. This dual demand, create and organize, overwhelms executive function and triggers the exact cycle we needed to break.
Design Evolution: From Concepts to Solution
Design Evolution: From Concepts to Solution
Design Evolution: From Concepts to Solution
MVP Version 1: Customizable Workspace Modes
MVP Version 1: Customizable Workspace Modes
MVP Version 1: Customizable Workspace Modes
Our first iteration gave users full control over workspace customization, allowing them to select specific functionalities for different work contexts. We believed personalization would empower users.
Our first iteration gave users full control over workspace customization, allowing them to select specific functionalities for different work contexts. We believed personalization would empower users.
Our first iteration gave users full control over workspace customization, allowing them to select specific functionalities for different work contexts. We believed personalization would empower users.
Phase 2 of Testing: Unmoderated Usability Testing
Phase 2 of Testing: Unmoderated Usability Testing
Phase 2 of Testing: Unmoderated Usability Testing
We tested MVP Version 1 with three OneNote users with undiagnosed ADHD-I through think-aloud protocols (15 minutes each, conducted at their residences).
We tested MVP Version 1 with three OneNote users with undiagnosed ADHD-I through think-aloud protocols (15 minutes each, conducted at their residences).
We tested MVP Version 1 with three OneNote users with undiagnosed ADHD-I through think-aloud protocols (15 minutes each, conducted at their residences).
Critical failures emerged
Critical failures emerged
Critical failures emerged
Too Many Choices Created Paralysis
Too Many Choices Created Paralysis
Too Many Choices Created Paralysis
"I honestly like the workspaces but I don't think I'll be customizing them often except for certain actions in a project and mainly for daily use."
"I honestly like the workspaces but I don't think I'll be customizing them often except for certain actions in a project and mainly for daily use."
"I honestly like the workspaces but I don't think I'll be customizing them often except for certain actions in a project and mainly for daily use."
Users felt overwhelmed by customization options, the very problem we were trying to solve. They wanted predefined modes, not another configuration task.
Users felt overwhelmed by customization options, the very problem we were trying to solve. They wanted predefined modes, not another configuration task.
Users felt overwhelmed by customization options, the very problem we were trying to solve. They wanted predefined modes, not another configuration task.
Navigation Still Created Memory Loss
Navigation Still Created Memory Loss
Navigation Still Created Memory Loss
"What's the point of creating so many layers if I forget the content?"
"What's the point of creating so many layers if I forget the content?"
"What's the point of creating so many layers if I forget the content?"
Starting with notebook navigation before capturing thoughts still interrupted working memory. Users needed to jump directly into capture mode.
Starting with notebook navigation before capturing thoughts still interrupted working memory. Users needed to jump directly into capture mode.
Starting with notebook navigation before capturing thoughts still interrupted working memory. Users needed to jump directly into capture mode.
Clean Interface
Intensified Anxiety
Clean Interface
Intensified Anxiety
Clean Interface
Intensified Anxiety
"You mentioned blank page paralysis. I can't see much that would battle that issue. It's a little too clean?"
"You mentioned blank page paralysis. I can't see much that would battle that issue. It's a little too clean?"
"You mentioned blank page paralysis. I can't see much that would battle that issue. It's a little too clean?"
A minimal interface without guidance didn't reduce anxiety—it amplified it. Users needed structured starting points, not empty canvases.
A minimal interface without guidance didn't reduce anxiety—it amplified it. Users needed structured starting points, not empty canvases.
A minimal interface without guidance didn't reduce anxiety—it amplified it. Users needed structured starting points, not empty canvases.
The Pivot: From Customization to Guidance
The Pivot: From Customization to Guidance
The Pivot: From Customization to Guidance
These findings fundamentally
reshaped our approach.
These findings fundamentally reshaped our approach.
These findings fundamentally
reshaped our approach.
Less customization = Less cognitive load
Structure before navigation = Protected working memory
Suggested templates = Reduced blank page anxiety
Less customization = Less cognitive load
Structure before navigation = Protected working memory
Suggested templates = Reduced blank page anxiety
Final Solution
Guided Workspace Modes
Final Solution
Guided Workspace Modes
Final Solution
Guided Workspace Modes
Entry-Point Transformation
Entry-Point Transformation
Entry-Point Transformation
Instead of opening OneNote into a blank canvas or notebook list, we placed Workspace Modes at the very start of the workflow.
Instead of opening OneNote into a blank canvas or notebook list, we placed Workspace Modes at the very start of the workflow.
Instead of opening OneNote into a blank canvas or notebook list, we placed Workspace Modes at the very start of the workflow.
Users now land on: What kind of work are you here to do? This shift targets ADHD barriers at the exact moment cognitive effort peaks
Users now land on: What kind of work are you here to do? This shift targets ADHD barriers at the exact moment cognitive effort peaks
Sensory gating failure
→ Reduced to one clear choice
Sensory gating failure
→ Reduced to one clear choice
Four Predefined Modes
Four Predefined Modes
Four Predefined Modes
Each mode is pre-configured, not customizable (unless users explicitly choose to adjust)
Each mode is pre-configured, not customizable (unless users explicitly choose to adjust)
Each mode is pre-configured, not customizable (unless users explicitly choose to adjust)
Brain Dump Mode: Freeform canvas with simple tagging with no timer, no pressure
Focus Mode: Minimal interface with Pomodoro timer and task template
Create Mode: Visual sketch space for non-linear thinking
Clean Mode: Stripped-down environment with only essential tools
Brain Dump Mode: Freeform canvas with simple tagging with no timer, no pressure
Focus Mode: Minimal interface with Pomodoro timer and task template
Create Mode: Visual sketch space for non-linear thinking
Clean Mode: Stripped-down environment with only essential tools
Delay in task initiation
→ Mode provides immediate structure
Delay in task initiation
→ Mode provides immediate structure
Slippery working memory
→ Thoughts captured before navigation
Slippery working memory
→ Thoughts captured before navigation
Task-Oriented Suggested Templates
Task-Oriented Suggested Templates
Task-Oriented Suggested Templates
Within each mode, users receive 3-4 contextual template suggestions based on their likely task
Within each mode, users receive 3-4 contextual template suggestions based on their likely task
Within each mode, users receive 3-4 contextual template suggestions based on their likely task
Mind map for brainstorming
To-do list for prioritizing
Feynman sheet for studying
Journal prompts for reflection
Mind map for brainstorming
To-do list for prioritizing
Feynman sheet for studying
Journal prompts for reflection
Reduces decision fatigue
→ Users don't search through dozens of options
Reduces decision fatigue
→ Users don't search through dozens of options
Battles blank page anxiety
→ Scaffolding is already in place
Battles blank page anxiety
→ Scaffolding is already in place
Prevents filtering failure
→ System cues next steps so organizing feels natural
Prevents filtering failure
→ System cues next steps so organizing feels natural
Impact & The Curb-Cut Effect
Impact & The Curb-Cut Effect
Impact & The Curb-Cut Effect
What We Learned Through Iteration
What We Learned Through Iteration
What We Learned Through Iteration
The shift from MVP Version 1 to Version 2 revealed a critical design principle: For neurodivergent users, autonomy doesn't always mean control. It sometimes means removing the burden of choice.
By testing, failing, listening, and iterating, we transformed workspace modes from a feature into a launchpad that makes initiation easier than avoidance.
The shift from MVP Version 1 to Version 2 revealed a critical design principle: For neurodivergent users, autonomy doesn't always mean control. It sometimes means removing the burden of choice.
By testing, failing, listening, and iterating, we transformed workspace modes from a feature into a launchpad that makes initiation easier than avoidance.
The shift from MVP Version 1 to Version 2 revealed a critical design principle: For neurodivergent users, autonomy doesn't always mean control. It sometimes means removing the burden of choice.
By testing, failing, listening, and iterating, we transformed workspace modes from a feature into a launchpad that makes initiation easier than avoidance.
Business & Social Impact
Business & Social Impact
Business & Social Impact
This isn't just an accessibility enhancement, it's a productivity enhancement for the entire Microsoft ecosystem
These findings fundamentally reshaped our approach.
This isn't just an accessibility enhancement, it's a productivity enhancement for the entire Microsoft ecosystem
Microsoft's mission
"Empowering every person to achieve more."
Microsoft's mission
"Empowering every person to achieve more."
Microsoft's mission
"Empowering every person to achieve more."
Curb-cut effect
Faster starts, clearer structure benefits all users
Curb-cut effect
Faster starts, clearer structure benefits all users
Curb-cut effect
Faster starts, clearer structure benefits all users
800M+ OneNote users
Tens of millions with ADHD are now better served
800M+ OneNote users
Tens of millions with ADHD are now better served
800M+ OneNote users
Tens of millions with ADHD are now better served
Sam.
Let's Connect & Brainstorm the wildest ideas that you wrote in your book when you were a kid!
Sam.
Let's Connect & Brainstorm the wildest ideas that you wrote in your book when you were a kid!
Sam.
Let's Connect & Brainstorm the wildest ideas that you wrote in your book when you were a kid!