Creating a Research Repository That Engages Your Team

By Philip Burgess | UX Research Leader

Building a research repository is a common challenge for many teams. Often, these repositories end up as cluttered archives that few people use. The goal is to create a space where research is easy to find, understand, and apply. When done right, a research repository becomes a valuable tool that supports decision-making and collaboration.

Why Teams Struggle with Research Repositories

Many teams collect valuable research but fail to organize it effectively. This leads to frustration and wasted time searching for information. Common problems include:

• Disorganized files with inconsistent naming

• Lack of clear structure or categories

• Research stored in multiple places without a central hub

• Difficult-to-understand summaries or no summaries at all

• No clear guidelines on how to add or update content

  
  

These issues make it hard for team members to trust or rely on the repository. When people don’t use it, the effort to maintain it feels wasted.

Planning Your Repository with Your Team in Mind

Start by understanding how your team works and what they need from a research repository. Ask questions like:

• What types of research do we collect? (e.g., user interviews, surveys, market analysis)

• Who will use the repository? (e.g., designers, product managers, marketers)

• What format do they prefer? (e.g., documents, spreadsheets, visual summaries)

• How often will the repository be updated?

  
  

Involving your team early helps create a system that fits their workflow. It also encourages ownership and use.

Organizing Content for Easy Access

Structure is key to making research easy to find. Consider these approaches:

• Use clear categories based on research type, project, or topic

• Create a consistent naming system for files and folders

• Include tags or keywords to improve searchability

• Add a table of contents or index for quick navigation

• Store summaries or key insights alongside raw data

  
  

For example, a team might organize research by product feature, then by date. Each entry could include a short summary highlighting main findings and implications.

Clear folder structure for research repository

Making Research Easy to Understand and Use

Raw data can be overwhelming. To encourage use, make research digestible:

• Write concise summaries that highlight key points

• Use visuals like charts, graphs, or infographics to illustrate findings

• Link research to specific projects or decisions to show relevance

• Provide templates or guidelines for adding new research

  
  

For example, a user interview summary might include a brief overview, key quotes, and a chart showing common themes. This helps team members quickly grasp insights without reading lengthy transcripts.

Choosing the Right Tools

The platform you use affects how your team interacts with the repository. Options include:

• Cloud storage services like Google Drive or Dropbox for easy sharing

• Dedicated knowledge management tools like Notion, Confluence, or Airtable

• Custom-built databases for advanced search and filtering

  
  

Choose a tool that matches your team’s size, technical skills, and needs. Make sure it supports collaboration and version control.

Encouraging Team Engagement

Even the best repository won’t help if no one uses it. Encourage engagement by:

• Setting clear expectations for adding and updating research

• Assigning ownership or champions to maintain the repository

• Training team members on how to use the system effectively

• Regularly reviewing and pruning outdated or irrelevant content

• Celebrating wins where research informed decisions

  
  

For example, a team might hold monthly check-ins to discuss recent research and update the repository together.

Team member actively updating research repository

Measuring Success and Improving Over Time

Track how the repository is used to identify areas for improvement. Metrics might include:

• Number of views or downloads of research documents

• Frequency of updates or new entries

• Feedback from team members on usability

• Examples of research influencing projects or decisions

  
  

Use this data to refine organization, content, and training. A research repository should evolve with your team’s needs.