Team Rubicon
Building an Operations
Management Platform from 0 → 1
Team Rubicon Operations Platform
Designed and built from 0→1 a responsive internal tool that empowers volunteer leaders to coordinate missions, streamline workflows, and scale disaster response efforts
Sole Product Designer
Designed from 0→1 an internal operations platform for volunteer leaders at Team Rubicon
Defined core workflows and built the foundational information architecture from scratch
Created responsive, configurable UI kits to support scalable use across teams
Bridged design–dev gaps with detailed specs and cross-functional rituals
ROLE
Impact I Brought
Launched a scalable, responsive platform that enabled volunteer leaders to manage missions more efficiently
Reduced planning and coordination time by streamlining task flows and surfacing key information
Strengthened cross-functional alignment by introducing shared design–dev rituals and clear documentation
TEAM
1 UX Designer (me)
1 Engineering Lead
1 Product Manager
COMPANY
SKILLS/TOOLS
Interaction Design, Accessibility
Figma, Miro, Figjam, Google Suite
DURATION
3 months, Summer 2024 (ongoing)
Team Rubicon is a disaster relief nonprofit that mobilizes volunteers for rapid response missions. I joined as the sole product designer to help them rethink how field leaders coordinate logistics on the ground.
While the role was pro bono, I treated it with the same standards as any enterprise design engagement. Working closely with their team, I led research, restructured the information architecture, and designed a responsive internal tool from the ground up. The goal was clear: reduce friction, improve visibility, and help volunteer leaders act fast under pressure.
PROJECT CONTEXT
OVERVIEW
The internal operations platform is a responsive tool, designed from the ground up, to help Team Rubicon’s volunteer leaders plan missions, coordinate teams, and manage disaster response efficiently within a scalable system built for real-world complexity.
THE PROBLEM
Volunteer leaders managed deployments using a mix of spreadsheets, emails, and group texts — a setup that made it difficult to track assignments, resources, or team changes in real time.
Under pressure, this fragmentation created unnecessary delays and mental load. Critical information was hard to find. Updates weren’t always seen. And decisions were slowed at moments when speed mattered most.
There was no single place to plan, coordinate, and act. This tool was designed to close that gap.
Fragmented, manual tools slowed down critical field operations, making it harder for leaders to act quickly during deployments.
“I had to call someone just to figure out which team I was on.”
- Volunteer Leader, NY
“Frustrating to navigate. I couldn’t find what I needed during the mission.”
- Volunteer Leader, Austin
“There are too many tools. I wish everything was in one place.”
– Volunteer Leader, LA
Challenge #3
Scattered platforms and redundant tools led to mental fatigue and unnecessary friction during operations.
Challenge #1
Lack of visibility into team structure made it hard for leaders to understand their assignments and roles.
Challenge #2
Unclear navigation and missing hierarchy made it difficult to access mission-critical information quickly.
⚠️
CHALLENGE
Streamline the process of creating announcements into a dynamic and user-friendly interface
that allows users without a technical background to schedule and preview announcements.
THE GOALS
Our goals were focused on solving real operational pain points while laying the groundwork for long-term scalability:
Simplify field coordination
→ Make it faster and easier for leaders to assign tasks, track assets, and manage teams during missions.
→ Replace the patchwork of tools with a single interface that’s lightweight,
responsive, and designed for real-time use in the field.
Bring everything into one place
→ Design an experience that feels intuitive even under stress — no training required.
Minimize mental load
→ Focus on creating reusable components, flexible workflows, and role-based access to support diverse
leadership styles and allow for future growth.
Build a scalable design foundation.
The Solution
We built a centralized tool that brought planning, logistics, and communication into one place.
⚠️
CHALLENGE
Streamline the process of creating announcements into a dynamic and user-friendly interface
that allows users without a technical background to schedule and preview announcements.
SUCCESS METRICS
Faster task flow
We measured how quickly volunteer leaders could assign teams, access mission details,
and log updates using the new system compared to their previous workflow.
We tracked a noticeable drop in how often users needed to call, text, or ask for help,
particularly around team assignments and mission timelines.
Reduction in clarification requests
Most users described the tool as clear, lightweight, and easy to learn.
Positive feedback
Operations leads and engineers agreed the tool addressed real pain points and was ready to scale.
Stakeholder alignment
Key Features
01. Preview while
scheduling
As leaders fill out the announcement, they see exactly how it will look, reducing guesswork and improving confidence before sending.
02. Integrated with mission data
Announcements pull relevant data (like attendee check-in or logistics) directly from the system, so leaders don’t need to re-enter or search for information.
03. Covers transport and logistics
Leaders can schedule updates tied to real-time transportation details, such as flight arrivals, driver dispatch, or team movement.
Team Rubicon Card Design
It’s difficult to efficiently notify users about app downtimes, information sessions, and events.
OUTCOME
The new platform helped volunteer leaders at Team Rubicon coordinate missions with greater speed and confidence. What used to require a mix of texts, spreadsheets, and repeated check-ins now happens within a single system. Task assignments are easier to track. Updates are more visible. Leaders spend less time asking questions and more time responding on the ground.
In usability tests, volunteers described the platform as clear, lightweight, and easy to learn. Internal teams saw fewer delays, stronger alignment, and a measurable reduction in friction during deployments.
REFLECTION
Designing for disaster response means designing for pressure. In these moments, even small interaction issues can become blockers. This project reminded me that clarity is not just a UX goal — it is a form of support. A well-structured system helps people stay focused when it matters most.