Mid-West Truckers Association

Imagine trying to manage one of the Midwest’s largest organizations using paper forms, multiple websites, and scattered systems for billing and registrations. That’s the challenge this association was up against. We streamlined their operations by centralizing and automating workflows, cutting unnecessary steps, and ensuring everything ran more efficiently.

IndustryAssociation
CompanyMid-Sized
ServicesConsulting
Software Development
Product Offering

Their team struggled with:

Fragmented Digital Presence: Two separate websites for their association and their conference.
Manual and Siloed Workflows: Event contributors relied on individual workflows, such as Excel sheets, paper forms, and phone calls, which slowed down consolidation efforts.
Scattered Data: No centralized system to track registrations, invoices, or service requests.

Their vision? Create a seamless experience for both their team and their exhibitors.

Our Approach

We started by asking the right questions:

What’s working?
Where are the pain points?
How can we make your workflow faster, easier, and more efficient?

Here’s how we tackled it step-by-step:

Deep Dive Discovery & Strategy

We didn’t just analyze their system; we went to their office, sat at their desks, and observed their individual workflows. This hands-on approach allowed us to identify every inefficiency and design a workflow that addressed all of their needs. This connected us with those most impacted and laid the foundation for a strong partnership.

Data-Driven User Experience

To create a smooth, user-friendly experience, we implemented our Engage Association Management System (AMS), laying the groundwork for a more efficient digital platform.

Workflow Improvement: We revamped the registration process to give VIPs, returning exhibitors, and the general public tiered access. The new workflow included a dynamic, interactive map where exhibitors could easily select booths by viewing current availability, neighboring companies, and their previous locations from the prior year. To make payments easier, we centralized the billing system to streamline payment collection.
Information Architecture Assessment and Website Redesign: To build on these improvements, we merged their two websites—one for the association and one for the conference—into a single, unified platform. This redesign created a seamless digital experience with custom features and a clear site structure making it simple for users to navigate and find the information they needed. In the end, these changes provided an intuitive solution that was perfectly aligned with their vision.

Iterative Development

We believe in a phased, iterative approach to development, which allows us to gather real-time feedback from early users and continuously refine the system. This ensures that the final product meets user needs while providing a smooth, bug-free experience.

Phased Soft Launch: We soft-launched in phases, granting access to different segments of users and collecting feedback to make ongoing improvements. We maintained fast-feedback loops with our partner by holding daily meetings to review feedback and prioritize necessary iterations.

Continuous Optimization

We didn’t stop at registration and website redesign. Through continuous optimization to create operational efficiencies for this association, we took a hands-on approach to fully understand the challenges surrounding service order fulfillment.

Discovery & Strategy: As with every project, our approach began with discovery and strategy. We conducted in-depth interviews with the owners, the financial manager, and licensing and supplies personnel. Like their conference registration, their employees relied on paper forms, manila folders, and various lists—each department had its own unique system.
User Experience Design: After identifying the inefficiencies, we consolidated all the workflows into one unified process, creating a single source of truth. From there, we started designing new wireframes to make the order fulfillment process smoother, more accurate, and way more efficient.
Software Development: We took the wireframes and designs and translated them into a fully functional system. With the core features developed, we soft-launched the system in phases to gather real-time user feedback. During this process, we conducted usability testing to ensure the solution was intuitive and met the needs of the two user groups: MTA administrators and staff, as well as their customers and members. This allowed us to identify areas for improvement and make iterative updates to ensure the system was both user-friendly and efficient.

“Unlike large software companies where you’re just a number, Engage is a partner that listens, communicates, and adapts to our needs—not just for development, but for the years to come. That’s exactly what we were looking for, and we found it in Engage.”

—Matt Wells, Vice President Mid-west Truckers Association Inc

Results That Speak for Themselves

Streamlined Registration Workflow By improving the UI and simplifying the UX, we made the registration process faster, easier, and more enjoyable for users, leading to a smoother experience that went beyond expectations.
Enhanced Operational Efficiencies Centralized processes minimized waste and improved overall productivity across departments.
Happier User Experience Better tools and communication led to smooth experiences.

What Sets Us Apart

This project wasn’t just about delivering a product; it was about turning our partner's vision into technical excellence. We combined strategy, user experience, and expertise to create a custom solution that centralized and automated workflows, significantly reducing operational waste.

Want to see how we can do the same for you?

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