Embedded Files
Projects Management is a comprehensive project management platform designed to empower project managers and teams. The platform offers tools for planning, organizing, and tracking progress, ensuring that projects are completed efficiently and within budget. It features task management, timeline tracking, collaboration tools, and reporting capabilities to streamline the entire project lifecycle.
Overview
Overview
The projects Management application is designed to serve as a comprehensive platform for creating and managing new projects. It empowers users to work independently, streamlining the entire project lifecycle without relying on external parties. With tools for planning, tracking, and collaboration, users can easily manage every aspect of their projects, ensuring efficiency and success from start to finish.
Project Goal
The goal of the Projects Management application is to provide users with the ability to independently create and manage their own projects. Users can create new projects, organize them into associated files, and easily track progress and updates. This empowers users to maintain full control over their projects while keeping everything organized in one platform.
The Challenge
The challenge was to design a complex yet user-friendly platform that would be easy to navigate and memorable for users. Additionally, the platform needed to encourage a smooth transition for users migrating from the company’s existing platform, ensuring minimal disruption while maintaining a high level of functionality and usability.
What I Did
UX Research
UX Strategy
Wireframing
UI Design
Role
UX Strategy
Wireframing
UI Design
The Problem
The Problem
The company’s existing project management system is large, cumbersome, and difficult to navigate. It presents significant usability challenges, making it hard for users to complete tasks efficiently. Additionally, the current system creates a bottleneck by relying heavily on managers for action, limiting users’ autonomy and control over their own projects. This lack of freedom and flexibility in the process creates inefficiencies and frustration among users.
Research & Discovery
Research & Discovery
Observations and Interviews with Users
To understand the challenges and pain points of the existing system, I conducted in-depth interviews with various types of users, including managers, middle managers, and team members. This helped me gather insights into their unique needs and struggles with the current platform. In addition to interviews, I performed direct observations while users interacted with the app, taking detailed notes on areas where they faced difficulties. This combination of interviews and observations provided valuable data that informed the design process.
As part of the interviews, I tried to understand:
The Pain Points: What challenges and frustrations they encounter while using the existing platforms for surfing, particularly regarding accuracy and ease of use.
The Positive Aspects: What features or aspects of the current platforms they find valuable and would like to see preserved in the new app, ensuring those elements continue to enhance their surfing experience.
By understanding both the issues and what users appreciated, I was able to design a more tailored solution that addressed their needs while retaining the valuable features they were familiar with.
Here are some of the insights I received from the interviews
Here are some of the insights I received from the interviews
"The knowledge of how to avoid or solve a problem exists within the organization, but it is not always available for the current case when it is needed. "
"Important information in one project is not always detailed in another project."
"Usually, solutions are not available in the existing system."
Summary
Summary
Problems:
Dependency between managers, senior managers, and team members.
Materials are not always available, which slows down the work process.
System performance issues, such as slowness and occasional freezes.
Suggestions for Improvement:
Allow work to progress without dependency between all parties.
Ensure that each project manager consistently uploads relevant materials for each project.
Direct performance issues and slowness to the IT team for timely resolution.
Insights & Guidelines
Insights & Guidelines
Easy Access to the App: Ensure that users can easily access the platform with minimal barriers.
Independent Choice of Actions: Allow users to take independent actions without waiting for approval or direction from others.
Mandatory Upload of Materials Before Saving a Project: Ensure that all necessary materials are uploaded before the project can be saved, preventing delays.
Send for Manager Approval Without Dependency on Further Work: Enable users to send projects for approval without stopping other work, maintaining workflow flexibility.
Open All Options for Work: Provide users with full access to all available work options, empowering them to complete tasks efficiently.
Easy Access to the App
Ensure the app is intuitive and user-friendly, enabling quick navigation to key features
Minimize barriers like complex logins or unnecessary steps to allow immediate access.
Provide clear onboarding to help new users understand the app’s features and layout.
Implement Single Sign-On (SSO) for faster access and reduce login requirements.
Independent Choice of Actions
Autonomy in Workflow: Allow users to make decisions without needing approval from others (e.g., project managers should be able to upload materials and create tasks independently).
User Permissions: Implement role-based access to ensure users can perform their responsibilities while protecting sensitive actions.
Clear Interface for Decisions: Design the interface to clearly indicate which actions users can take independently and which require collaboration.
No Bottlenecks: Ensure the system allows users to work without delays caused by dependencies, keeping workflows fast and efficient.
The goal is to empower users with flexibility and minimal bottlenecks in their tasks.
Mandatory Upload of Materials Before Saving a Project
Require users to upload all necessary materials before saving a project.
Use reminders and visual cues to prompt users to upload required files.
Implement checks to ensure completeness before submission.
Streamline the process by allowing uploads within the project management interface.
This ensures projects are complete and ready without missing important information
Sending for Manager Approval Without Dependency on Further Work
Allow users to send projects for approval without being blocked from continuing other tasks
Enable a system where tasks can progress independently, even while awaiting approval.
Opening All Options for Work
Ensure users can access all features and complete tasks without unnecessary restrictions or waiting for others.
Design the system so that workflows are open and flexible, enabling simultaneous progress in different areas of the project.
This approach promotes efficiency and autonomy within the project management process.
The New
The New
App Model
App Model
1. Typing on the Logo: Typing or clicking on it could either take the user to the homepage or act as a shortcut to quickly return to the main screen. It should be intuitive and responsive, ensuring a smooth user experience.
2. Choose Between Adding a Project or a File: Upon entering the platform, users should be presented with a clear option to either add a new project or upload a file.
The user interface should have distinguishable buttons or cards that allow users to make a selection quickly. Each option should be easy to identify and self-explanatory, with icons or labels that guide the user on what action to take.
The flow should be seamless, allowing users to switch between projects and files without unnecessary clicks or delays.
Choosing Project No. 1. It Displays the project name, description, and metadata (e.g., deadlines, status).
It shows the list of files related to the project with their details (file name, type, upload date, size).
It Indicates the number of files uploaded (e.g., "3 files uploaded").
And Includes an "Add More Files" button.
Check Existing Files:
Each file is clickable for easy viewing or downloading.
Files can be sorted by filters like name, date, or type.
Optionally, files can have thumbnails or icons for easy recognition.
2. Add More Files: The "Add More Files" button opens a file selection dialog for uploads.
During the upload, provide a progress bar or feedback.
Allow users to add tags or notes to each file for better organization. Navigation:Easy navigation back to the project dashboard or other areas of the app.
Choosing Project No. 1.
2. Project No. 1 - File Management:
File Overview: Displays the number of uploaded files with an icon or list showing file types and names.
Add More Files: A clear "Add Files" button allows easy file uploads with progress indicators.
File Management Options: Users can rename, remove, or add metadata to files.
Navigation & Updates: Real-time file count updates and easy navigation to other sections.
This feature streamlines file management, making it easy to track, update, and organize project files.
Choosing Project No. 1.
Project No. 1 - File Management:
File Overview: Displays the number of uploaded files with an icon or list showing file types and names.
Add More Files: A clear "Add Files" button allows easy file uploads with progress indicators.
File Management Options: Users can rename, remove, or add metadata to files.
Navigation & Updates: Real-time file count updates and easy navigation to other sections.
This feature streamlines file management, making it easy to track, update, and organize project files.
Project No. 2 - After Adding the File:
Confirmation: A confirmation message appears, indicating the file has been successfully added.
File Overview: The newly added file appears in the list with its details (name, size, type, etc.).
File Options: Additional options to edit, delete, or view the file are available next to each file.
Next Steps: The user is guided to either upload more files or move forward to the next project-related action.
Progress Indicator: If the file is part of a larger workflow, the system may show a progress bar or completion percentage related to the project.
This ensures that after file addition, users can quickly move forward without confusion.
Screen No. 1 - Opportunity to Add Projects, Files, or Download Files:
Add Project: A button or section that allows users to create a new project, prompting them to input necessary details.
Add File: A button or section that lets users upload files related to their projects, with an option to select from their device or drag-and-drop.
Download Files: A section or button where users can download previously uploaded files from the app, ensuring easy access to project resources.
Clear Interface: The screen features a clean and organized design, with distinct buttons for each action (add project, add file, download file), making navigation intuitive.
File Overview: If there are files already uploaded, a list or preview of those files is displayed with options to view or manage them.
This screen provides essential project management functions in a simple, easy-to-use layout, ensuring users can efficiently manage their projects and files.
UX Decision
Prototype
I focused on creating a fast, user-friendly structure. Key elements included:
Quick Access: Optimized layout for fast navigation.
Independent Buttons: Designed buttons that work without waiting for other processes.
Minimalist Design: Streamlined interface for a simple, easy experience.
This approach ensured a seamless, efficient user experience.
From a Tree
From a Tree
to Wireframes
to Wireframes
I translated the initial screen tree into wireframes, focusing on the following:
Clear Structure: Each screen was mapped out to reflect the app’s flow.
Navigation Simplification: Designed with intuitive paths to ensure users can easily access all features.
Prioritizing Key Features: Ensured essential functions like adding projects, files, and downloading were easily accessible.
The wireframes served as the blueprint for the app's user interface, guiding the design process.
Wireframes: Content Structure/Components
Adding
Adding
New Properties
New Properties
By allowing users to independently manage their projects from start to finish, while only requiring document uploads and senior manager approval, the process becomes more efficient. This approach reduces bottlenecks and waiting times, streamlines workflows, and maintains oversight without unnecessary dependencies, improving user satisfaction and productivity.
Conclusions
Conclusions
Impact
The design and specification of the app improved user experience by eliminating dependencies and simplifying the process. Users are now able to manage projects quickly and efficiently without relying on others throughout the project. The entire process is still monitored by a senior manager, and requiring manager approval at the end, along with the upload of documents, ensures that mistakes and missing materials or information are minimized for other users.
Takeaways
A better user experience is largely based on ease of learning and, most importantly, ease of use.
Reducing complexity in the workflow allows users to work efficiently and without issues.
Product observation plays a crucial role in gaining a deeper understanding of how users interact with it.
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