At Roughly, our approach is all about combining sharp design with innovative technology to solve real-world problems, while keeping the users at the heart of every solution. When Deerwater Dental Wellness approached us, they were relying on an Excel-based system for their inventory control—functional but outdated, prone to human error, and lacking the modern tools needed for team collaboration and efficiency. We recognized this as the ideal opportunity to move them toward a more advanced, cloud-based solution that would minimize errors and enhance team collaboration.

From Spreadsheets to a Cloud-Based System: Understanding the Transition

Deerwater’s original Excel system had served its purpose but was starting to show its limitations. Spreadsheets are great for early-stage operations due to their flexibility and simplicity, but as businesses scale, manual data entry, version control issues, and collaboration bottlenecks can slow down operations. Our goal was to take Deerwater’s existing spreadsheet-based functions and reimagine them in a more streamlined, scalable, and user-friendly way, harnessing the power of cloud technology.

Why Move Away from Spreadsheets?

Spreadsheets can lead to inefficiencies as they grow in complexity, requiring manual input and frequent updates that increase the risk of errors. These challenges become even more apparent when multiple users need to access or modify data simultaneously. For Deerwater, this meant an increasing number of user errors, disjointed team collaboration, and difficulty scaling their operations.

Our aim was to eliminate these pain points by transitioning to a cloud-based application. Cloud solutions are scalable, offer real-time collaboration, and allow seamless data sharing across teams, while capturing any necessary user access control. This ensured that Deerwater’s inventory control system could grow with the business while providing a smooth, reliable user experience.

(Initial Excel based system)

Our Design-First Approach to Digital Transformation

Digital transformation goes beyond just building tools—it’s about designing solutions that are intuitive, functional, and aligned with the end users’ needs. At the core of this project was our design-first philosophy. By leading Design Workshops and conducting thorough Product Discovery, we worked closely with the Deerwater team to fully understand their workflow, operational challenges, and user requirements.

User-Centered Design

We focused on designing a solution that made sense for the people using it day-to-day. By mapping out user journeys—the series of steps users take to complete tasks—we were able to build a platform that felt intuitive and easy to adopt. We didn’t just replicate the spreadsheet functions; we reimagined them to create a user-friendly experience that streamlined their existing workflows. The process also considered team interactions to ensure smooth collaboration across different roles.

Iterative Design Process

Throughout the development process, we used iterative design mockups to test and refine the platform’s functionality and usability. This allowed us to gather feedback early and often, ensuring that the final product was aligned with Deerwater’s needs. By focusing on User Experience (UX) and User Interface (UI) design, we created a system that was not only functional but also visually accessible, making adoption much smoother.

(Iterative design mockups)

Leveraging Technology to Support Scalable Design

To bring this vision to life, we utilized modern technologies like React, Typescript, Node.js, and AWS Hosting to build a serverless system capable of handling Deerwater’s inventory needs efficiently. These technologies allowed for a scalable, secure, and real-time collaborative environment, ensuring the platform could grow alongside their operations.

However, technology alone doesn’t guarantee success—it needs to be paired with thoughtful design and user-first strategies. By prioritizing the user experience, we ensured that the platform was not only robust but easy to navigate and integrate into Deerwater’s existing processes.

(platform user interface architecture)

The Results: Simplified Operations Through Thoughtful Design

While digital transformation offers immense benefits, it also requires careful strategic planning to ensure success. Operational efficiencies, data integrity, and team adoption are key factors that must be considered early on. For Deerwater, transitioning from their spreadsheet-based system to the cloud presented initial challenges related to data migration inconsistencies. Having a new software alone wasn’t enough as the business actively is moving towards more robust processes in the process of digital transformation. However, by addressing these issues and working with the team to clean up legacy data, we ensured a smooth transition that ultimately led to a more efficient and reliable system.