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The modern digital landscape continues to reshape due to new artificial intelligence technologies. Its usage is already quite common in the user experience: customers interact with chatbots and virtual assistants, receive personalized recommendations, etc. That is possible due to the effective UX design resulting from AI-driven analytics. 

Artificial intelligence assists experts during different stages of design thinking. However, 97% of professionals used AI mainly to process information gathered from users.  

• How do AI-driven analytics process and enhance UX design?
• What solutions does artificial intelligence offer to improve the user experience?
• What challenges does AI face in terms of user experience design?

You’ll find answers to the above-mentioned questions here. Thus, let’s get started!

Stages of AI-Driven Analytics

Users of the digital world utilize various apps, software, and services on a regular basis. Customer satisfaction directly influences the company’s metrics, such as ROI, customer, retention, etc. AI-driven analytics can be very helpful in providing evidence-based solutions. However, that requires artificial intelligence to undergo several data-processing stages.  

Data Collection

Analytics requires data for processing. Thus, initially collect useful information on users, which falls into different categories:

• User interactions that include clicks, swipes, taps, scrolls, and others;
• Audience behavior that manifests in purchases, submissions, and spent browsing time; 
• Preferences of platform visitors about what they like to check, buy, customize, and features to use; 
• Demographics include age, gender, location, language, device type, and other related information; 
• Feedback is about surveys, reviews, ratings, comments, and tickets on problems;
• Contextual data considers the time of day, referral sources, device type, and other features that can describe the audience;
• Performance data collects all error reports, latency, crashes, and performance-related issues.

Such volumes of data a company accumulates from different sources are not just mobile apps and websites. The Internet of Things devices provide relevant information too. 

Data Processing & Analysis

With enough data on users, artificial intelligence processes it. The goal is to define any patterns, trends, correlations, and anomalies. Such activity can show specific behavioral tendencies that are common within the audience. 

These are the insights that UX designers can use. They show what actions users perform the most and in what way. Meanwhile, experts can improve the existing user interface to deliver a better experience.

To enhance this process, UX designers often collaborate with experts in LLM data analytics to interpret complex user behaviors and interactions. Incorporating data analytics allows for a more sophisticated analysis of large datasets, leading to more effective and user-centric design improvements.

User Segmentation

The audience consists of unique individuals who share some similar features. Their differentiation into separate categories makes it easier to match their needs. Such a task requires lots of processing hours for humans, but not for AI.

As a result, designers can bring new features and interface solutions for smartphone users. Meanwhile, computer owners’ with their issues won’t be missed, and experts can approach and solve them in a tailored manner. 

Predictive Analysis

Predicting a user’s behavior requires taking into account multiple parameters. That is what artificial intelligence can successfully deal with. Through data analysis, it develops predictive models that may forecast the way users will interact. Such insights are useful to designers as they can:

• Develop corresponding UX solutions;
• Optimize workflow;
• Ensure greater satisfaction;
• Enhance user engagement.

A/B Testing & Optimization

A/B testing is a common practice that allows comparing one UX design with another. Quite often, this is a long-term process that helps to understand user behavior better. AI optimization of testing saves company resources, allowing designers to focus on improving the user experience itself. 

Real-Time insights

As artificial intelligence never sleeps, it can evaluate incoming data in real-time. That greatly benefits designers of UX in multiple ways:

• A company receives timely insights on user interactions and feedback;
• Possibility to address any issues that occur without delay; 
• It allows designers to optimize UX in time to match expectations and behavior changes.

Natural Language Processing (NLP)

Artificial intelligence greatly boosts the interaction between humans and computers. Natural language processing involves comprehension of written, spoken, and even sign languages. AI understands not just the meaning of words, but also their style, context, and emotions. Such data allows designers to reproduce human-like communication via virtual assistants and chatbots. As a result, users obtain an elevated experience with a personalized approach. 

AI Solutions for UX Design

Experts come up with UX designs that are effective and convenient to use. Meanwhile, AI is capable of interpreting complex data and delivering new solutions that:

• Optimize interactions;
• Anticipate needs;
• Enhances accessibility.

Artificial intelligence tackles aspects of user experience that have been less studied before. That results in new approaches to creating top-notch UX design.

Automated Design Assistance

AI-powered tools already exist and help with design tasks. They automated various minor processes and steps that made the entire process easier. With some time they will become even better at understanding goals and will provide more precise solutions.

Figma, Adobe Firefly and Illustrator, Sketch, Axure RP, and other software offer automated design assistance as built-in features or plugins. Thus, designers can deliver high-quality UX with less effort. 

Personalization

Modern user experience design focuses on the elevation of personalization. An AI-driven approach greatly enhances this process, and it is capable of understanding and covering most audience preferences. That is the result of data processing on user purchasing behavior, browsing history, demographic details, etc.

Besides a satisfactory experience, the personalized design enhances conversion rates, positive reviews, and brand recognition. 

Accessibility

Digital products and services always face challenges in remaining accessible to every user. Common interfaces are easy to navigate, but not for individuals with disabilities. Their experience is completely different. Therefore, modern AI-driven UX design has become more inclusive. 

Artificial intelligence tools recognize visual and audio content and then interpret it for a user. That leads to the creation of inclusive UX designs that are easy to navigate. They also assist users with visual, auditory, cognitive, or motor impairments to interact with interfaces in the most effective ways: 

• Provide alternative text for images;
• Supporting screen readers;
• Implementing voice command navigation.

Voice User Interface (VUI) Design

Most websites, applications, and services utilize a common graphical interface design. However, AI made it possible to successfully implement voice commands in navigation. It requires processing spoken language, to comprehend the meaning correctly, regardless of poor pronunciation, dialects, grammar mistakes, etc.

Machine learning algorithms facilitate the improvement of language recognition accuracy. You can already encounter VUI in smart speakers, IoT devices, automotive systems, and virtual assistants.

To ensure that VUIs are as intuitive and user-friendly as their graphical counterparts, businesses increasingly turn to specialized ui ux design services. These ui ux design services focus on creating seamless, engaging voice interactions that cater to diverse user needs and preferences.

Challenges of AI-Driven UX Design

Artificial intelligence successfully offers and implements its solutions to enhance the user experience via innovative designs. Nevertheless, it is still far from being perfect. The use of AI has various concerns and issues that require human intervention.  

Lack of AI Expertise

Teaching AI is a huge challenge that requires significant resources. First, you need enough professionals to provide valuable content for learning. Next, these designers must have some skills and understanding of machine learning. Then, with AI analytics, it is possible to obtain some results. 

As for the quality of the final product, it may vary depending on algorithms, learning data, and implementation.

Resistance to Change Among Professionals

Artificial intelligence is still a new technology for many experts. Making a shift to unknown or poorly understood tools doesn’t provide confidence. It requires time to foster the mindset of collaboration between user experience designers and AI-driven solutions. 

Another reason to resist changes is the fear of job displacement. That reduces the willingness among experts to cooperate and teach artificial intelligence how to solve different UX tasks. 

Ethical Concerns

Machine learning requires data to learn, which is collected from users. Therefore, companies that develop artificial intelligence solutions store large volumes of information, which requires strong protection. That leads to the lack of trust in privacy and security measures that AI-driven design tools utilize. 

Integration Issues

AI-driven UX design requires developing a completely different workflow. It requires time for experts to learn how to utilize the tool effectively. Moreover, it may lack compatibility with existing software. As the implementation of AI leads to reduced work efficiency for a while, companies are less interested in such technologies.

AI Creativity in Problem Solving

Creativity is a strength of the human mind. AI-driven analytics still struggle to produce creative outcomes of enough quality. That is due to the limits of machine learning algorithms. They can absorb professional techniques and methods of UX design, but they cannot come up with original ideas. Therefore, AI requires collaboration with humans to provide decent results.

Bias & Fairness in Using AI Tools

The training process for AI is very complicated. It requires filtering the incoming information to avoid mimicking of inappropriate human experience. Thus, bias and discriminatory outcomes may occur as a result of artificial intelligence processing. To avoid that, designers need additional effort to teach AI about equity, fairness, diversity, etiquette, etc. 

To Sum Up

Artificial intelligence continues to evolve and become better. With its bulk analytics, it can highlight patterns in user behavior and address issues appropriately. That is what we humans may not notice. AI-driven user experience design allows experts to meet the needs of the audience, even though there are some challenges. As artificial intelligence will improve significantly in the future, let’s be prepared to use it in our favor. 

Featured Image by Pavel Danilyuk on Pexels

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As companies scale and their customer base expands, the demand for managing clients and meeting growth targets intensifies exponentially.

Enter client management tools that simplify task and activity workflows. This software empowers teams to channel their energies where it truly counts: delivering unparalleled customer service. 

With client management software, businesses can confidently navigate the complexities of scaling, ensuring that each interaction with their valued clientele remains exceptional.

With so many market options, it can be difficult to make the right choice. But don’t fret—we’ve done the leg work for you and created a list of the 8 best client management tools for 2024. Let’s get started!

Overview of Client Management Tools

Client management tools are designed to streamline and enhance managing customer relationships. These tools typically offer features like contact management, communication tracking, task automation, and analytics features. 

These tools enable businesses to provide exceptional customer service, optimize workflows, and drive growth and profitability by centralizing client data and facilitating efficient communication and task management.

Selection Criteria for the Best Client Management Tools

We followed a four-step selection criteria—

1. Has the product been a good partner in helping the client’s business?
2. Contact and account management
3. Pros and Cons
4. We also follow G2 reviews from real customers to determine this list. Let’s get right into it.

Top 9 Client Management Tools for 2024

1. Jotform
2. Salesforce
3. Hubspot
4. Nifty
5. Bitrix 24
6. Zoho CRM
7. ClickUp
8. Freshworks CRM
9. Monday.com

In-Depth Review of Selected Tools

1. Jotform

Jotform sets itself apart from other client management tools by offering users a unique workflow automation capability with its form builder, tables, approvals, and teams products. 

Jotform’s lead generation templates are customizable based on your business type, nature, and purpose, allowing you to enlarge your database in an automated way. You can confidently strengthen your team’s communication with clients with the forms you create. You can also use your data offline, download it, or utilize Jotform’s no-code app builder to develop a mobile application.

Jotform is available on the free plan with a limit of 100 monthly submissions and 5 forms. Additionally, Jotform offers discounts to non-profit organizations and educational institutions.

Pros

• Fully customizable
• Ready to use templates
• Integrations
• Intuitive Interface

Cons

• Learning curve
• Comparatively expensive

2. Salesforce

TechRadar ranked Salesforce the #1 client management tool in 2024. Salesforce Customer 360 is an intelligent, proactive, and AI-powered platform that helps customers make the best business decisions. 

It’s an all-around sales pipeline management tool that integrates with software like Slack, Mulesoft, Tableau, etc.

When it comes to contact management, Salesforce gives you a clear picture of your clients, their activity history, key contacts, customer communication, and internal account discussions.

Let’s take a look at the pros and cons of this platform—

Pros

• Ease of Use
• Easy Customization
• Lead Management
• Integration

Cons

• Learning Curve
• Expensive
• Limited Customization

Most customers state that Salesforce’s expensive prices are one of the biggest reasons they don’t choose it. However, if the price point is not an issue for your organization, go for it!

3. Hubspot

Hubspot’s CRM is a well-known client management tool for SMBs and enterprises. Its flexible, easy-to-use interface makes it easy to track emails, track sales lead, schedule meetings, and live chat to stay connected with your clients on the go.

It can help you centralize your sales activities, making it easy to track leads, manage contacts, and stay organized. You can identify the most promising leads based on their engagement level and behavior, enabling you to focus your efforts on customers with the highest likelihood of conversion.

Its integration with Pipedrive, Salesforce, Microsoft Dynamics 365, Clearbit, etc, makes it easy for customers to maintain and navigate through data on a single platform.

Pros

• Integration
• Task management
• Intuitive interface

Cons

• Learning curve
• Expensive premium plans
• Contact management

Hubspot offers the perfect alternative to Salesforce’s higher price point. The free plan provides good features like shared inbox space and live chat. However, a word of caution would be that it is very expensive, especially if you’re looking for small businesses or startups tools. The monthly sales seat costs start from $100 and require a mandatory onboarding service.

4. Nifty 

Nifty isn’t just for project management—it’s your all-in-one client management software. Designed to streamline client interactions, boost team productivity, and ensure deadlines are met, Nifty is a game-changer for client-centric businesses.

Key Features:

Client Communication: Seamless client communication with real-time chat, file sharing, and discussion threads.

Task Management: Intuitive task management system with due dates, priorities, and dependencies for efficient project execution.

Project Tracking: Milestones, deadlines, and task progress tracking for a clear overview of project status.

Time Tracking: Log billable hours and track team productivity for accurate client billing.

Integrations: Connect with Google Drive, Slack, Zoom, and more to enhance collaboration.

Pros:

• User-friendly interface for quick adoption.
• Tailor Nifty to fit your client management needs.
• Robust features suitable for teams of all sizes.
• Seamlessly integrate with third-party tools for enhanced functionality.

Cons:

• Learning Curve
• Limited Customization 

5. Bitrix 24

Bitrix is much more than a CRM. It’s a useful tool for customer support, and it comes with its own Customer Contact Center so you can solve customer queries in real-time.

It also helps businesses set up automated support, create websites, or set up a chat network for their websites. They come with task and project management tools, CRM, chats, video calls, a website builder, telephony, CRM marketing and analytics, and more.

Bitrix24’s cloud-based nature empowers a modern, distributed workforce. Team members can collaborate and access the platform from anywhere there’s an internet connection.

Bitrix24 offers a free plan with a surprising amount of functionality which is a huge plus. It lets smaller businesses and teams experiment extensively before committing to a paid plan.

Pros

• Ease of Use
• Task Management
• Team Collaboration
• Project Management

Cons

• User Interface
• Missing Features
• Training Required

6. Zoho CRM

Zoho CRM acts as an all-in-one platform. It allows you to monitor leads behavior and customer buyer preferences and view price lists of documents without changing applications.

One of the biggest differentiators between Zoho CRM and others on the list is its omnichannel approach. This allows businesses to engage with clients via whichever medium they prefer, whether email or telephone, etc.

It also offers its own AI assistance. Zia Voice can help retrieve information, update accounts, and generate reports. It is the perfect combination of usability, customization, functionality, and extensibility to help different-sized industries manage client relationships. 

Pros

• Lead Management
• Easy Customization
• Integration

Cons

• Learning Curve
• Integration Issues

7. ClickUp

ClickUp is a hub where teams come together to make client management easy and collaborative. The well-organized layout allows users to find what they need quickly without any confusion.

It provides robust task management capabilities, allowing users to organize, prioritize, and track tasks effortlessly. 

One of ClickUp’s standout features is its automation functionality. 

You can automate repetitive tasks, notifications, and workflows, saving time and reducing manual effort. The automation options are highly customizable, allowing users to tailor them to their specific workflow requirements.

Pros

• Visually appealing (yes, it matters!)
• Task Management
• Easy Customization
• Project Management

Cons

• Slow loading
• Learning curve

8. Freshworks CRM

Using Freshsales Suite, your marketing virtual assistants teams can organize customer information, personalize and automate emails, and find the right sales opportunities.

With Freshworks’ CRM, Freshsales, sales managers can guide leads through the sales process from first contact to closing. 

The built-in email, phone, chat, and telephone give sales teams more time to sell and increase efficiency and productivity in their daily tasks. With Freddy AI, salespeople can get insights into the best deals to go after and what actions to take, as well as predict revenue with sales forecasting.

Pros

• Customer support
• Intuitive
• Easy integration

Cons

• Limited features
• Bugs
• Expensive

9. Monday.com

Monday.com is best suited for small—to medium-sized organizations, helping them manage the entire sales cycle, from pre- to post-sales.

It supports contact management, and its templates allow you to create personalized emails that are automatically complete with contact information, sync emails sent and received, record meeting notes, and view all communication in a single timeline. 

You can automate workflows to reduce administrative and repetitive tasks and streamline communication. However, remember that the number of actions is limited to 250 per seat per month unless you upgrade to a higher plan.

Pros

• Automation features
• Simplicity
• Intuitive

Cons

• Expensive
• CRM Issues
• Integration Issues

Conclusion

Note that this list is not exhaustive and that more tools are available. 

Moving on—

If there’s one thing we’ve noticed about these tools, they are quite expensive and require a learning curve. However, many resources on the tool’s website can educate you on the inside out. 
Client management tools are essential to your workflow if you want to build a steady and positive relationship with your clients. Remember to choose the one tool that matches your business objectives and goals.

Featured Image by Brooke Cagle on Unsplash

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With a staggering 954 data breaches reported in the U.S. schooling system, 2023 smashed all the records—nearly seven times the previous year’s figures. 

This trend uncovers a harsh reality: educational institutions’ data is in danger. According to the Comparitech Report, since 2005, a total of 2,691 data breaches have rocked the U.S. education sector, putting millions of student records at risk. 

From the massive Illuminate Education breach in 2021, which affected over 605 institutions, to misconfigured cloud storage leaks at McGraw Hill, which affected over 100,000 students, the vulnerabilities are real, and the consequences are severe. 

FERPA compliance has never been more critical. But what exactly does it mean for your school or college? 

This guide will help you understand your obligations under the FERPA – Family Educational Rights and Privacy Act, identify potential pitfalls and implement practical strategies to protect your students, your institution, and the trust of your community.

Understanding FERPA Rights and Requirements

FERPA is a cornerstone of US education privacy law. It grants important rights to parents and eligible students.

 It also sets the standards that educational institutions must follow. Here’s a breakdown of the key aspects:

• Access and Amendment Rights. Parents and students have the right to review their educational records and request corrections if they find inaccuracies. If there is a disagreement, a formal hearing process is available.
• Consent for Disclosure. Schools generally need written consent before they release student records. Still, there are some exceptions in specific situations.
• Directory Information. While schools can share basic information like names and photos without consent, parents can opt out of this disclosure.
• Education Records Defined. FERPA covers a wide range of records, including physical and digital formats, as long as they are directly related to a student and maintained by the school.
  

What Schools Must Do: FERPA and Data Security

But FERPA doesn’t only grant rights. The Act also orders robust data security practices for schools that receive federal funds. 

This protection extends to FERPA-specific data and all sensitive student information.

Here’s what schools must do to protect data:

• Cybersecurity Frameworks. Adopt established frameworks like NIST CSF or ISO 27001 to provide a structured approach to comprehensive security measures.
• Technical Safeguards. Use firewalls, antivirus software, and encryption. These digital shields protect your data from unauthorized access and breaches. Archiving software can help you ensure education compliance. 
• Risk Assessments. Regular risk assessments can help you identify vulnerabilities and proactively mitigate them.
• Access Controls and Monitoring. Limit access to sensitive information based on job roles. Monitor who’s accessing data to ensure accountability—annual FERPA Updates. Provide yearly reminders to parents and students about their rights, including their right to opt out of directory information sharing.

Common FERPA Mistakes and How to Avoid Them

When it comes to FERPA, even seemingly minor mistakes can have major consequences. Here are some common pitfalls and how to steer clear of them:

Neglecting Security Basics

Unfortunately, lost laptops, weak passwords, and phishing scams are common ways student data is compromised. 

Don’t underestimate the importance of basic security practices.

Mishandling Record Requests

Establish a transparent, well-documented process for handling requests from parents and students to view or modify their records.

Ambiguity Around Directory Information

Clearly define what constitutes directory information and make the opt-out process easy and transparent for parents.

The Consequences of Non-Compliance: Beyond Inconvenience

FERPA violations carry significant consequences for educational institutions. Failing to follow these regulations can result in various penalties, impacting the institution and its personnel.

These consequences include:

• Financial Penalties. Institutions may incur notable fines for violating FERPA regulations. This can strain resources and harm the institution’s ability to fulfill its educational mission.
• Employee Discipline. Employees responsible for data breaches or non-compliance may face disciplinary action, including suspension or termination. Upholding FERPA is a shared responsibility that requires accountability at all levels.
• Loss of Federal Funding. The most severe penalty is the potential loss of crucial federal funding administered by the U.S. Department of Education. This loss can significantly disrupt the institution’s operations and limit its capacity to provide essential services.
• Disciplinary Action by the FPCO. The Family Policy Compliance Office (FPCO) within the Department of Education can take disciplinary action against institutions that fail to meet FERPA standards. This could involve investigations, formal warnings, or other measures negatively impacting the institution’s standing.

FERPA compliance is a fundamental responsibility of educational institutions to their students and the broader community. By prioritizing data protection and privacy, institutions safeguard student information and uphold the trust essential for a thriving learning environment.

Key Challenges for FERPA Compliance

The digital age presents unique hurdles for FERPA compliance:

• Data Breaches and Cybersecurity. The threat of cyberattacks is considerable nowadays. Ensuring strong security protocols and incident response plans is a FERPA mandate.
• Third-Party Vendors. Schools must meticulously vet any third-party vendors having access to student data. FERPA requires strict contracts with precise data use limitations and security guarantees.
• “School Official” and “Legitimate Educational Interest.” These FERPA terms have become even more complex in the digital age. Schools must define who has authorized access to student records and under what circumstances.
• Parental Rights. FERPA grants parents significant rights regarding their child’s educational records. Schools need streamlined processes for consent forms, viewing rights, and handling record amendment requests.
• Student Directory Information. FERPA regulates seemingly simple information like student names and photos. Schools must have transparent policies on what constitutes directory information and how parents can opt-out.

6 Practical Strategies for FERPA Success in the Digital Age

Don’t let these challenges overwhelm you. Here’s your roadmap to proactive FERPA compliance:

1. Robust Policy Framework. Develop and regularly update a comprehensive FERPA policy. Ensure it includes the specific risks and technologies of the digital age and is easily accessible to staff, students, and parents.
2. Data Mapping and Inventory. Know exactly what student data you have, where it’s stored, and who has access. This is crucial for security and swift incident response.
3. Multi-Layered Security. Employ a combination of technical safeguards, including firewalls, encryption, access controls, and intrusion detection systems. Regularly update and patch software to stay ahead of threats.
4. Comprehensive Training. Educate all staff members about FERPA, security best practices, and the potential consequences of non-compliance. Foster a culture of vigilance and reporting.
5. Thorough Vendor Vetting. Before partnering with any third-party vendor, review their security practices and contractual agreements to ensure they align with FERPA requirements.
6. Transparent Communication. Be open and proactive with parents and students about your data collection and protection practices. Provide clear information about their rights and how they can exercise them.

The Path Forward: A Culture of Data Responsibility

FERPA compliance is an ongoing commitment to safeguarding student privacy and building trust within your educational community. 

By embracing a proactive, holistic approach, you can achieve compliance and create a safe and secure learning environment for your students.

Featured image by Elisa Calvet B. on Unsplash

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