How to Build a UX Research Repository That Teams Actually Use

By Philip Burgess | UX Research Leader

Creating a UX research repository is a smart move for any team that wants to make user insights accessible and actionable. Yet many repositories end up unused, cluttered, or difficult to navigate. The challenge lies not just in collecting research but in building a system that teams want to return to and rely on. This post explains how to build a UX research repository that truly supports your team’s work and encourages ongoing use.

UX research repository dashboard with clear categories

Research Repository:

Understand Your Team’s Needs First

Before you start gathering files or setting up folders, talk to the people who will use the repository. Different roles have different needs:

• Designers want quick access to user pain points and design recommendations.

• Product managers look for trends and evidence to support decisions.

• Developers need clear, concise findings that relate to technical constraints.

• Marketers might want user quotes or behavior insights.

  
  

Ask questions like:

• What types of research do you use most often?

• How do you currently find research insights?

• What frustrates you about existing documentation?

• What format or tools do you prefer?

  
  

This input will guide your repository’s structure and content format, making it more relevant and user-friendly.

Choose a Simple and Flexible Structure

A repository that is too complex or rigid will discourage use. Keep the structure intuitive and adaptable. Consider organizing research by:

• Project or product area

• Research method (interviews, surveys, usability tests)

• User segments (new users, power users, etc.)

• Date or release cycle

  
  

Use clear folder names and consistent naming conventions for files. For example:

```

/ProductA

/UsabilityTests

2024-03-15_Session1_Transcript.pdf

/Surveys

2024-02_CustomerSatisfaction.xlsx

```

This clarity helps team members find what they need quickly without guessing where something might be.

Use Tools That Fit Your Workflow

The best repository fits naturally into your team’s existing tools and habits. Some teams prefer cloud drives like Google Drive or Dropbox for easy sharing. Others use specialized platforms like Dovetail, Airtable, or Notion that offer tagging, search, and collaboration features.

Look for tools that allow:

• Full-text search to find insights by keyword

• Tagging and filtering to group related research

• Version control to track updates

• Easy sharing with stakeholders

  
  

Avoid overly complex or expensive tools if your team won’t use all the features. Start simple and expand as needed.

Make Research Summaries Clear and Actionable

Raw data like transcripts or survey spreadsheets can overwhelm users. Summaries help translate findings into insights that teams can apply. Each research entry should include:

• A brief overview of the study purpose

• Key findings with supporting quotes or data

• Recommendations or next steps

• Links to full reports or raw data

  
  

Use bullet points and highlight important information. Visual aids like charts or journey maps can also make insights easier to grasp.

Encourage Regular Updates and Maintenance

A repository is only useful if it stays current. Assign responsibility for updating the repository after each research cycle. This could be a UX researcher or a rotating team member.

Set simple guidelines:

• Upload new research within a week of completion

• Review and archive outdated studies

• Add tags and summaries consistently

  
  

Regular maintenance prevents the repository from becoming a forgotten archive.

Team member organizing and tagging UX research files

Promote Repository Use Across Teams

Building the repository is just the start. To make sure teams actually use it, promote it actively:

• Introduce the repository in team meetings and onboarding sessions

• Share quick tips on how to search and find insights

• Highlight recent research in newsletters or stand-ups

• Encourage team members to contribute and ask questions

  
  

When people see the repository as a valuable, easy-to-use resource, they will return to it naturally.

Measure Success and Adapt

Track how often the repository is accessed and which documents are most viewed. Solicit feedback regularly to identify pain points or missing features.

If usage drops, revisit the structure, content, or tools. Continuous improvement ensures the repository remains a vital part of your UX process.