Organization Systems

Organization systems help us arrange and group information in a logical way. They are made up of two main parts — organization schemes and organization structures. An organization scheme is a way of grouping content items based on shared characteristics. For instance, an e-commerce app might use an organization scheme to group items for sale based on categories, such as clothing, electronics, or groceries. This helps in logically organizing items.

An organization structure, on the other hand, defines how these items and groups are related to each other.^[1] For instance, under the primary category of “Electronics,” there may be subcategories like “Mobile Phones,” “Laptops,” and “Home Appliances.” Each of these subcategories can further have their own subcategories or items. Organization structures can be as complex or as simple as needed, depending on the amount of content and its nature. These structures provide a roadmap for users to navigate and find the content they're looking for.

Alphabetic schemes organize items in A-Z order and can be used for any type of information that can be named. They work best when users know what they are looking for, know how to describe it, and the labels match their search terms.^[2] For example, contact lists in apps or websites, and indexes for articles, glossaries, or FAQs.

Here’s how to implement alphabetic schemes effectively:

• Use full names, no abbreviations.
• Ensure names and terms are straightforward and easy to understand.
• Include both technically correct terms and common, possibly incorrect, terms that users might search for.
• Include a search bar to quickly locate items.

Avoid using alphabetic schemes for items that can be better organized by topic. For instance, in a website detailing a spa’s services, it would be more user-friendly to organize services by categories rather than alphabetically.

Chronological schemes organize information by date or time. This means items are arranged in the order they happened, from oldest to newest or vice versa. They help users follow the sequence of events or find the latest updates easily and are great for displaying time-based information. For example, news websites to show the latest articles first, event calendars to list upcoming events by date, and project timelines to display tasks in the order they need to be completed.

To implement chronological schemes effectively:

• Ensure dates are prominently displayed and easy to read. Use a standard format, such as "MM/DD/YYYY" or "DD/MM/YYYY," to avoid confusion.
• Maintain a uniform format for all dates and times throughout the interface.
• Include timestamps for more detailed entries, such as news articles or event schedules, to provide precise context.
• Provide options for users to filter or sort items by date, such as showing only upcoming events or the most recent articles first.
• Use visual cues like calendars, timelines, or date headers to help users quickly grasp the sequence of events or updates.

Geographic organization schemes group information by location, making it easy for users to find relevant content based on where they are. Geographic schemes are especially useful with the rise of location-aware mobile devices and since many aspects of our lives are location-dependent, such as travel, local news, weather, etc.

These schemes are ideal for travel websites that allow flight and hotel bookings and to highlight destinations, travel guides, and local attractions. They are also useful in local service directories that list businesses, restaurants, and nearby services.

Here’s how to implement geographical schemes effectively:

• Use interactive maps as the main interface to represent locations visually.
• Format place names consistently, for example, “New York, USA" or "London, UK.”
• Allow users to filter information by location, such as distance or specific regions.
• Provide detailed descriptions, images, and relevant data for each location.

Topical organization schemes group information by subject or topic. This approach is widely used in various settings like online newspapers, bookstores, e-commerce apps etc., where the content needs to be organized in a logical and intuitive manner for users. The goal is to help users find the information they are looking for quickly and easily without having to wade through unrelated content. This includes structuring the website or app into categories and subcategories that reflect the topics or subjects available.

Here’s how to implement a topical scheme effectively:

• Clearly define the range of topics covered. For instance, an encyclopedia covers a broad spectrum, while a corporate website focuses on specific products and services.
• Organize content based on what users are looking for. User testing is essential to ensure the scheme meets their needs.
• Ensure categories are clear and consistently applied throughout the system.
• Allow for updates and changes as new topics emerge or existing ones evolve.
• Regularly update the scheme to reflect changes in the industry and user needs.

Task-oriented schemes are commonly used in task-based applications such as online banking platforms, job application portals, software interfaces, etc. For instance, in an online banking platform, the content is typically organized by tasks that users may want to accomplish, such as "Transfer Money", "Pay Bills", or "Check Account Balance".

Here are some best practices for implementing task-oriented schemes:

• Display the most important tasks users need to perform.
• Use clear, self-explanatory labels to guide users through tasks efficiently.
• Regularly test with real users to ensure the scheme meets their needs and is effective.
• Combine task-oriented schemes with topical or other organizational methods for a more comprehensive navigation system.

Audience-specific schemes are like personalized maps for different groups of people. They organize content to match the needs and preferences of specific audiences, making it easier for them to find what they're looking for.

Here are a few examples:

• Job portals are designed to cater to two main user groups: employers and job seekers. These platforms often have separate interfaces and functionalities for each group.
• Academic websites could feature sections for educators and students, with resources curated to their specific needs.
• Instructional websites might offer beginner, intermediate, and advanced levels, guiding learners through their journey.

Audience-specific schemes can be implemented in two ways — open or closed. In an open scheme, all categories or user groups can access each other's content or features. Conversely, a closed scheme restricts access based on predefined categories or user groups.

Metaphor-driven schemes make use of familiar real-world concepts to help users navigate and understand content. It's like giving a specific context or theme to the structure of the content, making it more intuitive and user-friendly. For example, consider a fitness app. The homepage might include sections like "Cardio Zone", "Strength Training", "Yoga Studio", and "Nutrition Bar," resembling a real gym. Each of these sections would contain relevant content, making it easier for users to understand and navigate the app.

However, keep in mind that metaphor-driven schemes can confuse users if they are overcomplicated. To avoid this, always prioritize clarity and ease of use over the desire to create an elaborate or complex metaphor. The goal is to enhance user experience, not hinder it.

Hybrid schemes combine different organization methods. They are effective on main pages or global navigation where key tasks and topics are highlighted and for smaller content sets. For example, an online learning platform might utilize a hybrid scheme on its main page. Key tasks like "Sign In" or "Enroll in a Course" could be highlighted, while main categories such as "Mathematics", "Sciences", and "Humanities" could be presented as separate sections. This setup accommodates both users who have a specific action in mind (tasks), and those who want to explore different subject areas (topics).

However, hybrid schemes often fail when used for deep navigation or large content volumes. Mixing too many schemes can confuse users, making it difficult to form a clear mental model and find the information they need.

Hierarchical organization structures arrange content in a top-down manner. It starts with overarching categories at the top, which then branch out into subcategories, providing a systematic and logical way to navigate through information or elements.

When designing hierarchies, keep in mind a few key points:

• Categories should ideally be mutually exclusive, but it’s okay to cross-list ambiguous items in multiple categories if needed. However, too many cross-listings can make the hierarchy less effective.
• Always balance breadth and depth within hierarchies. Breadth refers to the number of options at each level, while depth refers to the number of levels.
• Avoid narrow and deep hierarchies that force users to click through too many levels. Aim for a broad-and-shallow structure, which is easier for users to navigate.
• Consider users’ cognitive abilities when deciding on the breadth. The number of links you use should be easy for users to scan visually, rather than overwhelming their memory.
• Regularly user test to ensure your hierarchy is intuitive and effective.^[3]

The database model organization system uses a bottom-up approach to organize and display information based on how data is used and related to each other. This helps manage large volumes of information effectively by leveraging content characteristics (metadata).

For example, the database model can be used for:

• Creating alphabetical lists automatically (like a product list)
• Showing related links and content dynamically
• Allowing users to search within specific categories and constraints
• Advanced options to filter and sort search results

In practice, this means that an online store, for instance, can categorize products by various attributes like price, brand, or type, allowing users to quickly find what they need. This makes the database model particularly useful for organizing homogeneous content such as product catalogs, staff directories, and digital archives.

The hypertext organization system connects pieces of information through links, creating a web-like structure. Instead of following a strict sequence, users can jump from one topic to another using hyperlinks, making it easy to explore related content. This system is common on websites and online documents. For example, Wikipedia uses hypertext to link articles, allowing readers to explore topics in depth by clicking on related links.

The hypertext system is flexible and user-friendly because it supports non-linear navigation, helping users find information in a way that suits their needs. However, too many links can be overwhelming and distract users from their primary tasks. So, hypertext isn't usually the best choice for the main organization structure. Instead, you can use it to help support structures that are based on hierarchical or database models.

Social classification, also known as social tagging, free tagging, or folksonomy, is a way of organizing information using tags created by users. Instead of relying on experts to categorize content, everyone can add their own labels or keywords. This makes it easy for people to find and share information based on common terms they understand and use.

Social classification is common on social media platforms like Instagram, Twitter, and Pinterest. For example, when you add hashtags to a photo on Instagram, you're using social classification. These tags help others find your photo based on the keywords you've chosen.

The system is flexible and adapts to the language and trends of its users. However, because everyone uses different terms, it can sometimes be less consistent than expert-based systems. But overall, it's a powerful way to connect and find content in a way that feels natural to users.