


Easing the Heaviest Lift: Rethinking Special Education Data Workflows
Easing the Heaviest Lift: Rethinking Special Education Data Workflows
Becoming a co-founder fresh out of a design bootcamp, I was a bit naive about the scope and variety of responsibilities I was walking into. But when you’re building something truly meaningful, and the people you’re building it for are part of the most overworked workforce in the United States, you step up. Fail fast. Move forward. Repeat.
I designed and managed the Mela Mela product from 0 to 1. A data collection and classroom management workspace designed to fill the gaps in existing systems. Today, it’s a live product, supporting education professionals in their day-to-day workflows.
Becoming a co-founder fresh out of a design bootcamp, I was a bit naive about the scope and variety of responsibilities I was walking into. But when you’re building something truly meaningful, and the people you’re building it for are part of the most overworked workforce in the United States, you step up. Fail fast. Move forward. Repeat.
I designed and managed the Mela Mela product from 0 to 1. A data collection and classroom management workspace designed to fill the gaps in existing systems. Today, it’s a live product, supporting education professionals in their day-to-day workflows.
My role:
Product Designer,
Product Manager
Time frame:
March 24' - present
Industry:
Education, B2B
My role:
Product Designer,
Product Manager
Time frame:
March 24' - present
Industry:
Education, B2B
My role:
Product Designer, Product Manager
Time frame:
March 24' - present
Industry:
Education, B2B
95%
95%
reduction in time spent synthesizing data
reduction in time spent synthesizing data
reduction in time spent synthesizing data
$720
$720
estimated recovered time value per teacher, per year
estimated recovered time value per teacher, per year
estimated recovered time value per teacher, per year
600
600
average submitted data collection events per month
average submitted data collection events per month
average submitted data collection events per month
BACKGROUND
Humble Classroom Beginnings
The idea for Mela Mela began in my final years as a teacher, when I saw how fragile my workflows were. Existing tools simply weren’t built for the realities of special education.
After thousands of hours in the classroom, I knew the stress of falling behind on data collection and progress monitoring. That constant pressure left many teachers feeling like they weren’t doing enough — a major driver of burnout. Mela Mela was my answer: a modern, streamlined workflow for data collection and caseload management.
The idea for Mela Mela began in my final years as a teacher, when I saw how fragile my workflows were. Existing tools simply weren’t built for the realities of special education.
After thousands of hours in the classroom, I knew the stress of falling behind on data collection and progress monitoring. That constant pressure left many teachers feeling like they weren’t doing enough — a major driver of burnout. Mela Mela was my answer: a modern, streamlined workflow for data collection and caseload management.



MACRO PROBLEM
Special Education Teacher Attrition Crisis
Special education teacher attrition is at a crisis level in the United States. Turnover is costly, and even more importantly, it disrupts the consistency and care that students rely on.
Special education teacher attrition is at a crisis level in the United States. Turnover is costly, and even more importantly, it disrupts the consistency and care that students rely on.
THE PROBLEM
A "five alarm fire"
Special education teachers are turning over at alarming rate.
50%
leave within 5 years
Losing a single 1-year teacher costs districts $7-25K
2.5x
more likely to leave
Special education teachers have a 13% annual attrition rate, more than double the rate of general education teachers.
Nationwide shortages
98% of US school districts report special education teacher shortages. 2 of 3 recruits enter the classroom before completing a credential program.
Lower student achievement
Poor student outcomes correlate significantly with higher turnover rates.
Underserved populations disproportionally impacted
Special education is the area of greatest teacher shortage in the 200 largest US cities. Shortages are greatest in high poverty areas.
THE PROBLEM
A "five alarm fire"
Special education teachers are turning over at alarming rate.
50%
leave within 5 years
Losing a single 1-year teacher costs districts $7-25K.
2.5x
more likely to leave
Special education teachers have a 13% annual attrition rate, more than double the rate of general education teachers.
Nationwide shortages
98% of US school districts report special education teacher shortages. 2 of 3 recruits enter the classroom before completing a credential program.
Lower student achievement
Poor student outcomes correlate significantly with higher turnover rates.
Underserved populations
disproportionally impacted
Special education is the area of greatest teacher shortage in the 200 largest US cities. Shortages are greatest in high poverty areas.
THE PROBLEM
A "five alarm fire"
Special education teachers are turning over at alarming rate.
50%
leave within 5 years
Losing a single 1-year teacher costs districts $7-25K.
2.5x
more likely to leave
Special education teachers have a 13% annual attrition rate, more than double the rate of general education teachers.
Nationwide shortages
98% of US school districts report special education teacher shortages. 2 of 3 recruits enter the classroom before completing a credential program.
Lower student achievement
Poor student outcomes correlate significantly with higher turnover rates.
Underserved populations
disproportionally impacted
Special education is the area of greatest teacher shortage in the 200 largest US cities. Shortages are greatest in high poverty areas.
MICRO PROBLEM
The Complex Tasks Special Education Teachers Face Day-to-Day
IEP caseloads
lesson plans
data tracking
progress reports
family updates
emotional support
administrative tasks
collaboration
IEP caseloads
lesson plans
data tracking
progress reports
family updates
emotional support
administrative tasks
collaboration
leads to
44%
44%
44%
teachers say they "often" or "always" feel overwhelmed
teachers say they "often" or "always" feel overwhelmed
Most
Most
Most
teachers working outside of contracted hours
teachers working outside of contracted hours
68%
68%
68%
cite workload as the main factor for increased stress
results in
BURNOUT
BURNOUT
BURNOUT
“Some days, special education feels like it’s stuck in the past. We’re expected to do so much with a large caseload of students, and somehow just make it work. The weight of this work never leaves me.”
— Rose T. (Special Education Teacher, 9 years experience)
“Some days, special education feels like it’s stuck in the past. We’re expected to do so much with a large caseload of students, and somehow just make it work. The weight of this work never leaves me.”
— Rose T. (Special Education Teacher, 9 years experience)
“Some days, special education feels like it’s stuck in the past. We’re expected to do so much with a large caseload of students, and somehow just make it work. The weight of this work never leaves me.”
— Rose T. (Special Education Teacher, 9 years experience)
IEP caseloads
lesson plans
data tracking
progress reports
family updates
emotional support
administrative tasks
collaboration
MICRO-MICRO PROBLEM
Why is Data the Breaking Point?
Data collection is a legal requirement under IDEA. Teachers are expected to write, monitor goals, and communicate quarterly benchmarks to parents.
Data collection is a legal requirement under IDEA. Teachers are expected to write, monitor goals, and communicate quarterly benchmarks to parents.
Teachers Choosing Survival
When the system demands too much, teachers do what anyone would do…they choose survival.
Teachers know progress monitoring is valuable. They want to communicate it clearly to families, to show growth, to guide instruction. But the reality is different. Without scalable system in place, every new goal becomes another source of stress, another task added to an already unrealistic workload.
Teachers aren’t failing data collection, data collection is failing teachers.
Teachers Choosing Survival
When the system demands too much, teachers do what anyone would do…they choose survival.
Teachers know progress monitoring is valuable. They want to communicate it clearly to families, to show growth, to guide instruction. But the reality is different. Without scalable system in place, every new goal becomes another source of stress, another task added to an already unrealistic workload.
Teachers aren’t failing data collection, data collection is failing teachers.
PRE MVP RESEARCH
Audit the Status Quo
I conducted surveys, interviews, audits, and a competitive analysis to better understand the current landscape. These early inputs surfaced real pain points, challenged my assumptions, and shaped the direction of my first MVP concepts.
I conducted surveys, interviews, audits, and a competitive analysis to better understand the current landscape. These early inputs surfaced real pain points, challenged my assumptions, and shaped the direction of my first MVP concepts.
KEY INSIGHT #1: DATA COLLECTION SYSTEM
Method:
Method:
Survey
Interviews
Takeaway: Trends remain tied to traditional data systems, revealing a clear opportunity for dedicated software to streamline classroom workflows.
Takeaway: Trends remain tied to traditional data systems, revealing a clear opportunity for dedicated software to streamline classroom workflows.
How do you organize your data collection system?
"It takes a lot of time and energy to develop activities and then communicate expectations so paraprofessionals can take data. The data sheets need to be ready and the activity has to match the goal and I sometimes need to teach the paraprofessionals how to take data on that goal."
— Mario (Teacher, 8 years experience)
"It takes a lot of time and energy to develop activities and then communicate expectations so paraprofessionals can take data. The data sheets need to be ready and the activity has to match the goal and I sometimes need to teach the paraprofessionals how to take data on that goal."
— Mario (Teacher, 8 years experience)
"It takes a lot of time and energy to develop activities and then communicate expectations so paraprofessionals can take data. The data sheets need to be ready and the activity has to match the goal and I sometimes need to teach the paraprofessionals how to take data on that goal."
— Mario (Teacher, 8 years experience)
KEY INSIGHT #2: DATA COLLECTION TYPE
Method:
Method:
Survey
Takeaway: Survey findings guided MVP scope by showing which data methods mattered most in classrooms.
Takeaway: Survey findings guided MVP scope by showing which data methods mattered most in classrooms.
What data collection style is used in your classroom?
KEY INSIGHT #3: DATA SHEET ARTIFACTS
Method:
Method:
Hueristic Review
Contextual Inquiry
Takeaway: Classroom workflows were disorganized. Teachers carried overwhelming responsibilities while paraprofessionals lacked a clear process, exposing a major gap between assumed and actual practices.
Takeaway: Classroom workflows were disorganized. Teachers carried overwhelming responsibilities while paraprofessionals lacked a clear process, exposing a major gap between assumed and actual practices.
“I don’t have data sheets for every goal. Each day I’m falling more and more behind and I feel really bad about it.”
— Olga (Teacher, 2 years experience)
“I don’t have data sheets for every goal. Each day I’m falling more and more behind and I feel really bad about it.”
— Olga (Teacher, 2 years experience)
“I don’t have data sheets for every goal. Each day I’m falling more and more behind and I feel really bad about it.”
— Olga (Teacher, 2 years experience)






Grouping Insights into Heuristic Themes
Theme 1: Aesthetic and minimal design
Paper-based and spreadsheet forms are overwhelming to read at a glance.
Theme 2: Visibility of system status
Progress visualization requires time consuming manual synthesis.
Theme 3: Help and documentation
Lack of definitions and lesson plan context leads to confusion and inconsistent support.
Theme 4: User control & efficiency of use
Managing student data is time-consuming and difficult to scale across multiple goals.
Theme 5: Match between system and the real world
Rigid formats leave no room to capture the full story behind student progress.
Theme 1: Aesthetic and minimal design
Paper-based and spreadsheet forms are overwhelming to read at a glance.
Theme 2: Visibility of system status
Progress visualization requires time consuming manual synthesis.
Theme 3: Help and documentation
Lack of definitions and lesson plan context leads to confusion and inconsistent support.
Theme 4: User control & efficiency of use
Managing student data is time-consuming and difficult to scale across multiple goals.
Theme 5: Match between system and the real world
Rigid formats leave no room to capture the full story behind student progress.
Theme 1: Aesthetic and minimal design
Paper-based and spreadsheet forms are overwhelming to read at a glance.
Theme 2: Visibility of system status
Progress visualization requires time consuming manual synthesis.
Theme 3: Help and documentation
Lack of definitions and lesson plan context leads to confusion and inconsistent support.
Theme 4: User control & efficiency of use
Managing student data is time-consuming and difficult to scale across multiple goals.
Theme 5: Match between system and the real world
Rigid formats leave no room to capture the full story behind student progress.
KEY INSIGHT #4: AUDITING THE COMPETITIVE LANDSCAPE
Method:
Method:
Competitive SWOT Analysis
Takeaway: The special education EdTech market is crowded with robust, all-in-one platforms, but complexity, poor device compatibility, and lack of paraprofessional support create major usability gaps.
Takeaway: The special education EdTech market is crowded with robust, all-in-one platforms, but complexity, poor device compatibility, and lack of paraprofessional support create major usability gaps.



Strengths
Impressive & robust: unified platforms reduce reliance on paper by centralizing IEPs, behavior, and communication
Collaborative workflows: tools improving collaboration across teachers, paraprofessionals, and specialists
Data compliance: products meeting FERPA and HIPPA compliance
Weakness
Opportunities
Threats
Strengths
Impressive & robust: unified platforms reduce reliance on paper by centralizing IEPs, behavior, and communication
Collaborative workflows: tools improving collaboration across teachers, paraprofessionals, and specialists
Data compliance: products meeting FERPA and HIPPA compliance
Weakness
Opportunities
Threats
going further
SO…WHAT ARE CALIFORNIA DISTRICTS USING TODAY?
System
System
SEIS
SEIS
SIRAS
SIRAS
Market share (%)
Market share (%)
~95%
~95%
~15-18%
~15-18%
Estimated districts
Estimated districts
950+
950+
150-175
150-175
Notes
Most comprehensive
2nd largest, fast-growing
Context: Nearly all districts use special education information systems (SIS) to create, store, and monitor Individualized Education Programs (IEP) for students with disabilities.
Context: Nearly all districts use special education information systems (SIS) to create, store, and monitor Individualized Education Programs (IEP) for students with disabilities.
Struggle: Current systems fall short in supporting efficient, day-to-day IEP progress tracking because of workflow gaps and limited functionality. On top of that, teachers are left solely responsible for importing and reporting all data.
Struggle: Current systems fall short in supporting efficient, day-to-day IEP progress tracking because of workflow gaps and limited functionality. On top of that, teachers are left solely responsible for importing and reporting all data.


*Screenshot of SIRAS Systems progress monitoring UI
*Screenshot of SIRAS Systems progress monitoring UI
Transformation: Real progress monitoring means weaving it into everyday routines and making student growth a shared responsibility across the team.
Transformation: Real progress monitoring means weaving it into everyday routines and making student growth a shared responsibility across the team.
REFLECTION
Pre-Pilot SWOT Retrospective
Strengths
Clear patterns: data collection methods identified, guiding MVP scope
Mixed methods: combined surveys, observations, and competitor analysis for triangulation
Authentic voices: surveys, interviews, and observations surfaced real teacher pain points
Weakness
Opportunities
Threats
Pre-Pilot SWOT Retrospective
Strengths
Clear patterns: data collection methods identified, guiding MVP scope
Mixed methods: combined surveys, observations, and competitor analysis for triangulation
Authentic voices: surveys, interviews, and observations surfaced real teacher pain points
Weakness
Opportunities
Threats
Pre-Pilot SWOT Retrospective
Strengths
Clear patterns: data collection methods identified, guiding MVP scope
Mixed methods: combined surveys, observations, and competitor analysis for triangulation
Authentic voices: surveys, interviews, and observations surfaced real teacher pain points
Weakness
Opportunities
Threats
HOW MIGHT WE…
Reimagine a digital experience that solves data collection pain points and aligns with current classroom workflows and mental models?
HOW MIGHT WE…
How might we strengthen paraprofessional roles with simple, accessible tools that make their contributions consistent and meaningful?
HOW MIGHT WE…
Reimagine a digital experience that solves data collection pain points and aligns with current classroom workflows and mental models?
HOW MIGHT WE…
How might we strengthen paraprofessional roles with simple, accessible tools that make their contributions consistent and meaningful?
MVP STRATEGY
Paraprofessional-First Approach
Discovery and a competitive audit revealed a gap: no tools served paraprofessionals. I designed a simple, paraprofessional-centered experience that made logging progress quick and consistent, allowing lead teachers to step back into a guiding role without extra tasks.
Discovery and a competitive audit revealed a gap: no tools served paraprofessionals. I designed a simple, paraprofessional-centered experience that made logging progress quick and consistent, allowing lead teachers to step back into a guiding role without extra tasks.

TEACHER: "As a teacher, my focus is on providing the best possible education for my students. I need tools that streamline my workload, support collaboration with colleagues, and help me track student progress effectively to personalize their learning journey."
TEACHER: "As a teacher, my focus is on providing the best possible education for my students. I need tools that streamline my workload, support collaboration with colleagues, and help me track student progress effectively to personalize their learning journey."




PARAPROFESSIONAL: "As a paraprofessional, I’m here to support my lead teacher and help students work toward independence. I need tools that are easy to use, clearly show me what to work on, and make it simple to track what’s happening with each student."
PARAPROFESSIONAL: "As a paraprofessional, I’m here to support my lead teacher and help students work toward independence. I need tools that are easy to use, clearly show me what to work on, and make it simple to track what’s happening with each student."
Impact of Paraprofessional-First Strategy
Impact of Paraprofessional-First Strategy
Classroom Impact
Business impact
Engaging staff who spend the most time with students
Strengthens our value proposition by supporting the backbone of instruction
Expanding participation in data collection beyond lead teachers
Broadens our total addressable market
Providing accessible tools that are simple, clear, and aligned with daily workflows
Increases platform adoption across the entire classroom team, not just teachers
Classroom Impact
Business impact
Engaging staff who spend the most time with students
Strengthens our value proposition by supporting the backbone of instruction
Expanding participation in data collection beyond lead teachers
Broadens out total addressable market and positions us as a district-wide solution
Providing tools that are simple, clear, and aligned with daily workflows
Increases platform adoption across the entire classroom team, not just teachers
MVP SOLUTION
Reimagining Data Collection Workflows
Discovery and a competitive audit revealed a gap: no tools served paraprofessionals. I designed a simple, paraprofessional-centered experience that made logging progress quick and consistent, allowing lead teachers to step back into a guiding role without extra tasks.








“I’ve never been super confident with computers, and honestly, I used to get really nervous trying to enter data. But Mela Mela is set up in a way that just makes sense. It’s simple, clear, and easy to use. Now, I can finish my notes without second-guessing inputs on Excel. It’s now a much quicker process.”
— Vivian (Paraprofessional, 3 years experience)
“I’ve never been super confident with computers, and honestly, I used to get really nervous trying to enter data. But Mela Mela is set up in a way that just makes sense. It’s simple, clear, and easy to use. Now, I can finish my notes without second-guessing inputs on Excel. It’s now a much quicker process.”
— Vivian (Paraprofessional, 3 years experience)
MVP Scope: What I’d Do Differently
What We Built
I included a recurring calendar in the MVP to help teachers schedule data collection sessions weeks or months ahead.
What Happened
What I Learned
How We Responded
Final Thoughts
What We Built
I included a recurring calendar in the MVP to help teachers schedule data collection sessions weeks or months ahead.
What Happened
What I Learned
How We Responded
Final Thoughts
POST MVP RESEARCH
Innovation Lab - Getting Back Inside the Classroom
We had a functional MVP. It was in the hands of our early adopters but we knew we had to get back inside real classrooms. This is why we created the Mela Mela Innovation Lab. This initiative served two purposes: first, it gave us access to interview, observe, and learn directly from classroom teams in a district setting; second, it opened the door to securing our first district partnership.
*Note: pilot research was implemented before platform onboarding
We had a functional MVP. It was in the hands of our early adopters but we knew we had to get back inside real classrooms. This is why we created the Mela Mela Innovation Lab. This initiative served two purposes: first, it gave us access to interview, observe, and learn directly from classroom teams in a district setting; second, it opened the door to securing our first district partnership.
*Note: pilot research was implemented before platform onboarding
We had a functional MVP. It was in the hands of our early adopters but we knew we had to get back inside real classrooms. This is why we created the Mela Mela Innovation Lab. This initiative served two purposes: first, it gave us access to interview, observe, and learn directly from classroom teams in a district setting; second, it opened the door to securing our first district partnership.
*Note: pilot research was implemented before platform onboarding
5
5
teacher interviews
teacher interviews
6
6
paraprofessional interviews
5
5
teacher surveys
26
26
paraprofessional surveys
20+
20+
hours of observations
5
5
different classrooms
2 day
2 day
ideation workshop with pilot participants
(5 teachers, 6 paraprofessionals)
KEY INSIGHT #1: SURVEYS THAT TELL STORIES
Method:
Teacher Survey
Takeaway: Administrative overload is a daily reality for teachers. Survey insights show workload is unsatisfactory: too much time on paperwork, concerns with data accuracy, low confidence in meeting duties, and working beyond contracted hours.
2+ hours
average time spent per week on data collection related paperwork
80% of teachers
somewhat or strongly agree, "I am unable to fulfill the duties and responsibilities of my role within contractual hours."
On a scale of 1–7, based on how much time do you currently spend on consuming raw data, how manageable does it feel?
1 = Very Unmanageable, 4 = Manageable, 7 = Very Manageable
1 = Very Unmanageable, 4 = Manageable, 7 = Very Manageable
On a scale of 1–7, how satisfied are you with the current data collection system in your classroom in terms of:
1 = Very Dissatisfied, 4 = Neutral, 7 = Very Satisfied
1 = Very Dissatisfied, 4 = Neutral, 7 = Very Satisfied
Accuracy
2.0 average rating
How well the system ensures that data is recorded correctly and consistently.
Time Efficiency
2.3 average rating
How much time the system saves (or consumes) in collecting, logging, and reviewing data.
Data Accessibility
3.7 average rating
How easy it is to retrieve, review, and share collected data when needed (e.g., for IEP meetings or parent communication).
Support for Decision-Making
3.7 average rating
How effectively the system helps in making instructional decisions or identifying trends in student progress.
KEY INSIGHT #2: THE BLACK BOX OF DATA
Method:
Method:
Paraprofessional Survey
Interviews
Contextual Inquiry
Takeaway: Paraprofessionals collect most of the data, but rarely see how it’s being used.
Takeaway: Paraprofessionals collect most of the data, but rarely see how it’s being used.
Are you interested in having more visibility into specific reports that summarize student goal progress and behavior data?
*Paraprofessional pre pilot survey
*Paraprofessional pre pilot survey
“Just seeing even the smallest sign that we’re on the right path…even if it’s slow progress. If one student takes three months and another takes one…I'd like to see how the data is being used.”
— JoJo (Paraprofessional, 2 years experience)
“Just seeing even the smallest sign that we’re on the right path…even if it’s slow progress. If one student takes three months and another takes one…I'd like to see how the data is being used.”
— JoJo (Paraprofessional, 2 years experience)
“Just seeing even the smallest sign that we’re on the right path…even if it’s slow progress. If one student takes three months and another takes one…I'd like to see how the data is being used.”
— JoJo (Paraprofessional, 2 years experience)
"Graphs would be cool because you could see whether the child is truly making progress... that is one thing I would like to see... if it used to be gestural, now it’s higher up [the hierarchy]. Sometimes my prompting levels are different than another paras. Are they doing something different?"
— Gabe (Paraprofessional, 4 years experience)
"Graphs would be cool because you could see whether the child is truly making progress... that is one thing I would like to see... if it used to be gestural, now it’s higher up [the hierarchy]. Sometimes my prompting levels are different than another paras. Are they doing something different?"
— Gabe (Paraprofessional, 4 years experience)
"Graphs would be cool because you could see whether the child is truly making progress... that is one thing I would like to see... if it used to be gestural, now it’s higher up [the hierarchy]. Sometimes my prompting levels are different than another paras. Are they doing something different?"
— Gabe (Paraprofessional, 4 years experience)
“I don't know what happens after that or how it goes into the plan that they're on.”
— Grace (Paraprofessional, 2 years experience)
“I don't know what happens after that or how it goes into the plan that they're on.”
— Grace (Paraprofessional, 2 years experience)
“I don't know what happens after that or how it goes into the plan that they're on.”
— Grace (Paraprofessional, 2 years experience)
supporting evidence
KEY INSIGHT #3: POST-DATA COLLECTION PAIN POINTS
Method:
Method:
Teacher Interviews
Decision Tree Diagramming + Survey
Takeaway: The biggest bottleneck happens in the post data submission phase. Teachers spend a lot of time and energy synthesizing raw data.
Takeaway: The biggest bottleneck happens in the post data submission phase. Teachers spend a lot of time and energy synthesizing raw data.
“Doing this manually is what is slowing me down and making it inaccurate.”
— Sam (Teacher, 3 years experience)
“Doing this manually is what is slowing me down and making it inaccurate.”
— Sam (Teacher, 3 years experience)
"It's always that transfer that's hard. Is that a seven, is that a two? Is that a...you know..."
— Courtney (Teacher, 2 years experience)
"It's always that transfer that's hard. Is that a seven, is that a two? Is that a...you know..."
— Courtney (Teacher, 2 years experience)
Post-Pilot SWOT Research Retrospective
Strengths
Surveys: strong participation, especially from paraprofessionals
Fly-on-the-Wall Observation: time spent in classrooms is where true classroom learnings happen
Interviews: rich qualitative insights
Ideation session: participant-driven roadmap ideas generated in workshops
Weakness
Opportunities
Threats
Post-Pilot SWOT Research Retrospective
Strengths
Surveys: strong participation, especially from paraprofessionals
Fly-on-the-Wall Observation: time spent in classrooms is where true classroom learnings happen
Interviews: rich qualitative insights
Ideation session: participant-driven roadmap ideas generated in workshops
Weakness
Opportunities
Threats
Post-Pilot SWOT Research Retrospective
Strengths
Surveys: strong participation, especially from paraprofessionals
Fly-on-the-Wall Observation: time spent in classrooms is where true classroom learnings happen
Interviews: rich qualitative insights
Ideation session: participant-driven roadmap ideas generated in workshops
Weakness
Opportunities
Threats
EXECUTION
Lifting the Blackbox of Data
Teachers and paraprofessionals are navigating a system that make continuous and meaningful data-driven insights difficult to to come by. This isn't anyone's fault. Synthesizing raw data takes time, and most educators simply don't have it.
We saw an opportunity to flip that dynamic. By automatically synthesizing imported data into teacher-centered graphs and tables, we shifted the burden off educators and onto the system. What once took hours or was never done at all became available instantly. Insight was no longer a occasional event. It was now accessible any day of the week.
Teachers and paraprofessionals are navigating a system that make continuous and meaningful data-driven insights difficult to to come by. This isn't anyone's fault. Synthesizing raw data takes time, and most educators simply don't have it.
We saw an opportunity to flip that dynamic. By automatically synthesizing imported data into teacher-centered graphs and tables, we shifted the burden off educators and onto the system. What once took hours or was never done at all became available instantly. Insight was no longer a occasional event. It was now accessible any day of the week.
18
18
new users
Ship 2
Ship 2
additional data visualization features
ship new data visualization table
Reports - Prompt table
I led the design of the Prompting Hierarchies Table, creating a clear, visual way to see student's progress toward independence. By collaborating closely with engineering, we introduced a vertical scrollbar on the left side, giving teachers quicker access to the exact insights they needed.


Submitted Sessions
Direct feedback from our paraprofessionals made it clear. They wanted more insight into student progress. With comprehensive filtering and goal management tailored to their workload, gain clarity and flexibility the need.


Reports - Prompt table
I led the design of the Prompting Hierarchies Table, creating a clear, visual way to see student's progress toward independence. By collaborating closely with engineering, we introduced a vertical scrollbar on the left side, giving teachers quicker access to the exact insights they needed.


Submitted Sessions
Direct feedback from our paraprofessionals made it clear. They wanted more insight into student progress. With comprehensive filtering and goal management tailored to their workload, paraprofessionals gain clarity and flexibility.


"I can see the progress as the teacher. What my students are understanding, what they’re not, and it’s easier to talk to parents about it. You know, a month from now to sit down and be like how did this happen? When did this happen? Where did this happen?"
— Courtney (Teacher, 2 years experience)
"I can see the progress as the teacher. What my students are understanding, what they’re not, and it’s easier to talk to parents about it. You know, a month from now to sit down and be like how did this happen? When did this happen? Where did this happen?"
— Courtney (Teacher, 2 years experience)
"I can see the progress as the teacher. What my students are understanding, what they’re not, and it’s easier to talk to parents about it. You know, a month from now to sit down and be like how did this happen? When did this happen? Where did this happen?"
— Courtney (Teacher, 2 years experience)
PRE AND POST-PILOT SURVEY
Method:
Method:
Survey
Overview: Teachers participating in the HBIC pilot were asked to rate their satisfaction and confidence with their classroom’s data collection system in January (prior to the pilot) and again in June (after using the Mela Mela tool). Below are the average responses across all classrooms involved.
Overview: Teachers participating in the HBIC pilot were asked to rate their satisfaction and confidence with their classroom’s data collection system in January (prior to the pilot) and again in June (after using the Mela Mela tool). Below are the average responses across all classrooms involved.
Survey Scale:
1 = Very Dissatisfied | 4 = Neutral | 7 = Very Satisfied
Time Efficiency – How satisfied are you with the current data collection system in your classroom in terms of:
How much time the system saves (or consumes) in collecting, logging, and reviewing data.
Time point
January
June
Average rating
2.0
5.7
Change
—
+3.7
Data Accuracy – How confident are you with the current data collection system in your classroom in terms of:
The accuracy and completeness of the IEP data collected using your current system.
Time point
January
June
Average rating
3.5
6.3
Change
—
+2.8
Data Accessibility – How satisfied are you with the current data collection system in your classroom in terms of:
How easy it is to retrieve, review, and share collected data when needed (e.g., for IEP meetings or parent communication).
Time point
January
June
Average rating
3.7
6.0
Change
—
+2.3
Support for Decision-Making – How satisfied are you with the current data collection system in your classroom in terms of:
How effectively the system helps in making instructional decisions or identifying trends in student progress.
Time point
January
June
Average rating
3.7
5.7
Change
—
+2.0
RESULTS
Clear Impact = Real Classroom Value
Communicating gains in time savings, teacher satisfaction, and paraprofessional engagement while driving ROI for districts and revenue growth for our product.
Communicating gains in time savings, teacher satisfaction, and paraprofessional engagement while driving ROI for districts and revenue growth for our product.
95%
reduction in time spent synthesizing data
$720
estimated recovered time value per teacher, per year
600
average submitted data collection events per month
100%
data collection is paraprofessional driven
+3.7
teacher satisfaction with time efficiency
+2.8
confidence in data accuracy
communicate and sell
District ROI
Tangible returns in time savings, efficiency, and adoption rates
resulted in
Increased revenue
Converted early users into 1st paying customers
95%
reduction in time spent synthesizing data
$720
estimated recovered time value per teacher, per year
600
average submitted data collection events per month
100%
data collection is paraprofessional driven
+3.7
teacher satisfaction with time efficiency
+2.8
teacher satisfaction with time efficiency
communicate and sell
District ROI
Tangible returns in time savings, efficiency, and adoption rates
resulted in
Increased revenue
Converted early users into 1st paying customers
REFLECTION
What This Project Taught Me
This was my first real design project. It changed my life. What began as a conceptual design assignment turned into a live product, a real mission, and a crash course in what it means to be a leader and design for impact. It marked the beginning of my career in product design. Here are my high-level reflections I will take with me into my next role:
Impact on me: I stepped into product management alongside design, learning to align user needs and product metrics with business goals and communicate clearly across my team sharpened my ability to drive strategy while keeping everyone on the same page.
Impact on my process: Explicitly documenting user needs gave me confidence when collaborating with my engineers. Involving them early led to our most innovative work. Design is just pixels in Figma until engineers bring it to life. I saw firsthand how clear, early collaboration directly improved outcomes and user experience.
This was my first real design project. It changed my life. What began as a conceptual design assignment turned into a live product, a real mission, and a crash course in what it means to be a leader and design for impact. It marked the beginning of my career in product design. Here are my high-level reflections I will take with me into my next role:
Impact on me: I stepped into product management alongside design, learning to align user needs and product metrics with business goals and communicate clearly across my team sharpened my ability to drive strategy while keeping everyone on the same page.
Impact on my process: Explicitly documenting user needs gave me confidence when collaborating with my engineers. Involving them early led to our most innovative work. Design is just pixels in Figma until engineers bring it to life. I saw firsthand how clear, early collaboration directly improved outcomes and user experience.
Beyond the Status Quo
Data collection is one of those tasks that quietly piles up until it becomes overwhelming. There’s no signal or red flag warning. It wears teachers down silently, leaving gaps in communication and is a factor that slowly pushes them toward burnout.
In special education, this is part of a larger, more troubling pattern — what some describe as a million paper cuts. No single task breaks a teacher. It’s the accumulation of responsibilities that feel minor in isolation but unmanageable in total: tracking goals, managing behavior, managing staff, writing reports, preparing lesson plans — all while teaching, caring, and responding in real time to high-needs students.
When systems don’t support this complexity, teachers are forced to choose between staying afloat or staying compliant. Most choose survival. Essential duties slip by. And who could blame them?
These slow-burning stressors lead to burnout, anxiety around their role, and ultimately, early exits from the profession. The consequences ripple outward to students, families, and schools, compounding year after year.
This is the gap Mela Mela is working to address. Not to “fix” teaching, but to ease the weight where it’s heaviest. To support educators with product decisions grounded in empathy and efficiency.
Data collection is one of those tasks that quietly piles up until it becomes overwhelming. There’s no signal or red flag warning. It wears teachers down silently, leaving gaps in communication and is a factor that slowly pushes them toward burnout.
In special education, this is part of a larger, more troubling pattern — what some describe as a million paper cuts. No single task breaks a teacher. It’s the accumulation of responsibilities that feel minor in isolation but unmanageable in total: tracking goals, managing behavior, managing staff, writing reports, preparing lesson plans — all while teaching, caring, and responding in real time to high-needs students.
When systems don’t support this complexity, teachers are forced to choose between staying afloat or staying compliant. Most choose survival. Essential duties slip by. And who could blame them?
These slow-burning stressors lead to burnout, anxiety around their role, and ultimately, early exits from the profession. The consequences ripple outward to students, families, and schools, compounding year after year.
This is the gap Mela Mela is working to address. Not to “fix” teaching, but to ease the weight where it’s heaviest. To support educators with product decisions grounded in empathy and efficiency.
Interested in learning more?
Interested in learning more?
Let's connect.
Let's connect.
mikegudenau@gmail.com
mikegudenau@gmail.com
MVP Solution
Reimagining Data Collection Workflows
Discovery and a competitive audit revealed a gap: no tools served paraprofessionals. I designed a simple, paraprofessional-centered experience that made logging progress quick and consistent, allowing lead teachers to step back into a guiding role without extra tasks.
Discovery and a competitive audit revealed a gap: no tools served paraprofessionals. I designed a simple, paraprofessional-centered experience that made logging progress quick and consistent, allowing lead teachers to step back into a guiding role without extra tasks.
“I’ve never been super confident with computers, and honestly, I used to get really nervous trying to enter data. But Mela Mela is set up in a way that just makes sense. It’s simple, clear, and easy to use. Now, I can finish my notes without second-guessing inputs on Excel. It’s now a much quicker process.”
— Vivian (Paraprofessional, 3 years experience)
“I’ve never been super confident with computers, and honestly, I used to get really nervous trying to enter data. But Mela Mela is set up in a way that just makes sense. It’s simple, clear, and easy to use. Now, I can finish my notes without second-guessing inputs on Excel. It’s now a much quicker process.”
— Vivian (Paraprofessional, 3 years experience)


1
DIGITAL STUDENT BINDERS
Each student has a concise profile card with essential info at a glance. Clicking into a card opens the student’s full data and details.
1
DIGITAL STUDENT BINDERS
Each student has a concise profile card with essential info at a glance. Clicking into a card opens the student’s full data and details.
2
INSTANT REPORT BUTTON
With one click, teachers can quick-view progress graphs and tables, making data instantly accessible.
2
INSTANT REPORT BUTTON
With one click, teachers can quick-view progress graphs and tables, making data instantly accessible.


1
GOAL TITLE BAR
Goals are clearly labeled and split by benchmarks, giving structure to goal tracking.
1
GOAL TITLE BAR
Goals are clearly labeled and split by benchmarks, giving structure to goal tracking.
2
STUDENT DASHBOARD NAVIGATION BAR
With one click, teachers can quick-view progress graphs and tables, making data instantly accessible.
2
STUDENT DASHBOARD NAVIGATION BAR
With one click, teachers can quick-view progress graphs and tables, making data instantly accessible.
3
TEAM AVATARS
Visual assignment of team members to each goal, supporting granular permission control and transparency.
3
TEAM AVATARS
Visual assignment of team members to each goal, supporting granular permission control and transparency.
4
CALENDAR & RECURRING SESSIONS
Set up recurring data collection sessions and link lesson plans directly to goals.
4
CALENDAR & RECURRING SESSIONS
Set up recurring data collection sessions and link lesson plans directly to goals.
5
TRACK DATA BUTTON
A one-click action for paraprofessionals or teachers to log progress quickly.
5
TRACK DATA BUTTON
A one-click action for paraprofessionals or teachers to log progress quickly.


1
CLEAR INFORMATION HIERARCHY
Goal type, baseline skills, and embedded lesson plan instructions presented in a simple layout.
1
CLEAR INFORMATION HIERARCHY
Goal type, baseline skills, and embedded lesson plan instructions presented in a simple layout.
2
EMBEDDED PROMPT LEVELS
A built-in modal makes it easy to reference prompt hierarchies as users collect data.
2
EMBEDDED PROMPT LEVELS
A built-in modal makes it easy to reference prompt hierarchies as users collect data.
3
CONTEXT FOR TRIALS
Add qualitative notes to each trial. These small moments paint a fuller picture of session.
3
CONTEXT FOR TRIALS
Add qualitative notes to each trial. These small moments paint a fuller picture of session.
4
VISIBILITY OF SYSTEM STATUS
As users enter responses, the interface instantly generates accuracy percentages and updates the prompt level. This gives immediate feedback and helps users double-check their work.
4
VISIBILITY OF SYSTEM STATUS
As users enter responses, the interface instantly generates accuracy percentages and updates the prompt level. This gives immediate feedback and helps users double-check their work.
5
RETROACTIVE FLEXIBILITY
Back-date sessions to catch up when things get busy, ensuring documentation stays consistent.
5
RETROACTIVE FLEXIBILITY
Back-date sessions to catch up when things get busy, ensuring documentation stays consistent.
6
SESSION NOTES & TIMER
Record classroom nuances and session duration to reflect authentic learning moments.
6
SESSION NOTES & TIMER
Record classroom nuances and session duration to reflect authentic learning moments.
7
PHOTO UPLOADS
Visuals add context, bringing student progress to life and enriching student-centered stories.
7
PHOTO UPLOADS
Visuals add context, bringing student progress to life and enriching student-centered stories.


1
STUDENT GOAL DROPDOWN
Quickly switch between student goals to monitor individual progress.
1
STUDENT GOAL DROPDOWN
Quickly switch between student goals to monitor individual progress.
2
TARGET DISPLAY ACCURACY
Visual indicator of progress toward the defined accuracy benchmark.
2
TARGET DISPLAY ACCURACY
Visual indicator of progress toward the defined accuracy benchmark.
3
SNAPSHOT MODAL
Scannable high-level view of student progress data in one place.
3
SNAPSHOT MODAL
Scannable high-level view of student progress data in one place.
4
USER CONTROL & FREEDOM
“View session” allows teachers to audit, edit, or delete submitted sessions when needed.
4
USER CONTROL & FREEDOM
“View session” allows teachers to audit, edit, or delete submitted sessions when needed.
MVP Scope: What I’d Do Differently
What We Built
I included a recurring calendar in the MVP to help teachers schedule data collection sessions weeks or months ahead.
What Happened
What I Learned
How We Responded
Final Thoughts
What We Built
I included a recurring calendar in the MVP to help teachers schedule data collection sessions weeks or months ahead.
What Happened
What I Learned
How We Responded
Final Thoughts