Back to Basics: Refining Text for Clarity and Precision - Profi
Small changes, bit impact
As part of my work at Profi, I conducted a thorough review of the platform’s text content. This involved analyzing every screen and detail to ensure that all text was accurate, concise, and clear. My aim was to create a solid, error-free foundation for future updates and enhancements, ensuring that the user experience would be smooth and straightforward as we moved forward with new features.
Scope
Content Analysis & Strategy
Error Review & Correction
Tools
Figma / Miro
Timeline
2 months
BACKGROUND
When I joined Profi, I noticed that while the platform offered a lot of great features, the text across different screens felt inconsistent and, at times, unclear.
Before any major updates were rolled out, I kicked off a full content review: going screen by screen to check for clarity, correct grammar and spelling, and make sure the language felt right for our audience of clinicians and lab staff. Along the way, I also started updating our copy deck and refining the style guide to bring more consistency and ease to the overall experience.
To gain a more comprehensive understanding, I also attended UX design testing sessions to observe how users interacted with both the design and the copy.
Over the course of approximately 40 hours of meetings, I gathered valuable insights on the language users commonly used, how they described workflows, and how they responded to different feature names and descriptions.
SCOPE
Team + My Role
I collaborated with Profi's in-house product team to improve the platform's user interface text. As the UX writer and researcher, my role was to ensure the language was clear, consistent, and aligned with the needs of Profi's primary users - clinicians and lab staff. By diving deep into the platform, I worked to make the experience smoother and more intuitive for users, contributing to a more cohesive and user-friendly product.
Goals
Revise and standardize the text across the platform to enhance clarity and ensure consistency in tone
Improve accessibility and usability by adjusting language for our target audience
Update and refine the copy deck and style guide for ongoing consistency across future updates and features
PROCESS
To give a clearer view of my UX writing process, I’ve included before-and-after screens that highlight how I revised interface copy. These examples show not just the final result, but also the reasoning behind each change - from improving clarity and tone to enhancing accessibility and usability.
WORK
Here are a few examples of the screens I worked on during my time at Profi. Each one showcases the improvements made to ensure clearer, more consistent, and user-friendly text. Feel free to explore more by visiting the Profi website at Profi.io.
This original copy was wordy and structurally awkward. I rewrote it to be more concise, clear, and user-centered:
Personalize your account by uploading your logo and icon. These will appear in your account, your clients’ accounts, and in automated email notifications sent to clients.
This text is understandable but sounds a bit awkward and overly formal in modern UX copy.
Here is a revised text:
Use a horizontal JPG, PNG, or SVG file
Up to 2 MB
It’s short and friendly.
Use a horizontal JPG, PNG, or SVG file
Up to 2 MB
Personalize your account by uploading your logo and icon. These will appear in your account, your clients’ accounts, and in automated email notifications sent to clients.
After:
Before:
The original text was overly long and slightly formal. It used passive phrasing that could be made more direct and conversational:
Your personal Profi link
Make it easy for potential clients to book a session or contact you.
The original subheading was phrased as a question, which can work in some contexts but felt generic and impersonal here. It also lacked a clear tie to user benefit. Here is what I changed it to:
Tell us what you’re best at so clients know how you can help.
The original heading placed emphasis on the "what", rather than the "how", which is more impactful when describing services or client outcomes.
The subheading originally included redundant phrasing that could be removed for clarity:
How You Help
Describe the challenges you help clients overcome or the skills you help them build.
The original heading was a bit long and worded like a survey question. I made it shorter, more confident, and more aligned with how users typically talk about their strengths.
The subheading had helpful content, but was too wordy and somewhat formal. Here is what I chaged it to:
Why You're a Good Fit
Share who you work best with and the results you help them achieve.
The original heading was friendly but vague and informal. I changed it to keep the warmth while making it feel more purposeful and aligned with standard section headers. It also avoids the question format, which can sometimes feel less direct in a settings context.
The original subheading was informative but a bit list-heavy and mechanical.
Your Story
Share your background, approach, and what drives your work.
The original action text was clear but could benefit from a more concise and slightly more engaging tone:
Select your personal Profi link. We suggest using your name or business name for a professional touch.
The original text was informative but could be clearer and more direct. The phrase “significantly improves client conversion rate” is valuable but could be tightened to “boost client conversion rates” for better flow:
Adding an intro video can boost client conversion rates. Clients appreciate seeing a personal introduction before booking a session!
I replaced the above-field text “Introduce yourself...” with a placeholder inside the input to simplify the layout and provide inline guidance without losing clarity.
“Introduce yourself...”
The original sentence was clear but a bit long and somewhat formal. I refined it for clarity and conciseness:
What methods do you use in your practice, and what problems do they solve?
The original heading felt like a form field label rather than a helpful heading. I updated it to “Intro Video Link” for clarity and consistency with standard UI language, while keeping it short and scannable.
The original subheading was functional but slightly formal and passive. Here is the revised version:
Intro Video Link
For the best experience, upload your video to YouTube or Vimeo and share the link here.
Profi
APPENDIX
After completing the content updates across the Profi platform and running user tests to make sure everything was on track, I also updated the style guide and copy deck to ensure a consistent voice across all touchpoints. On top of that, I wrote several email templates for Profi’s SaaS communications, making sure the new tone was reflected in all client interactions.
Want to connect?
Let’s discuss how I can contribute to bringing your user experience to a new level.
Contact me