HRIS - Task Management

Mobile App

The Problem

Redesigning Only Beauty Mobile Application to Enhance User Engagement

Key Challenges:

1- Siloed Systems:

Each department uses its own task management tools, leading to data fragmentation and lack of interoperability.

Higher authorities cannot access a consolidated view of all projects and tasks across departments.

2- Lack of Real-Time Visibility:

Project statuses and task progress are updated manually, causing delays and inaccuracies in reporting.

Decision-makers rely on outdated or incomplete data, leading to uninformed decisions.

3- Inefficient Coordination:

No centralized platform for cross-departmental collaboration, resulting in communication gaps and duplicated efforts.

Task dependencies between departments are not clearly visible, causing delays and bottlenecks

4- Difficulty in Tracking Accountability:

Higher authorities cannot easily track which tasks are assigned to which teams or individuals across departments.

Lack of transparency in task ownership and progress leads to accountability issues.

5- Manual Reporting:

Generating consolidated reports for higher authorities requires manual data collection and compilation, which is time consuming and error prone.

Custom reports are often outdated by the time they are delivered, reducing their usefulness.

Research

Conducting stakeholder interviews is a crucial part of the research phase for your ERP system with a data driven dashboard. Stakeholders include higher authorities, project managers, team members, and administrators. The goal is to understand their needs, pain points, and expectations to inform the design of the system

What I found?

1- Higher Authorities:

Insight: Higher authorities struggle to access real-time data for decision-making, relying on outdated, manually compiled reports.

Pain Point: Lack of real-time visibility into project performance.

2- Project Managers:

Insight: Project managers face challenges in tracking task dependencies and collaborating across departments.

Pain Point: Inefficient task management and communication gaps.

3- Team Members:

Insight: Team members find the current system cluttered and difficult to navigate, leading to errors and delays.

Pain Point: Poor user experience and lack of task clarity.

4- Administrators:

Insight: Administrators spend significant time integrating data from different systems and generating reports manually.

Pain Point: Time consuming manual processes and data inconsistency.

Organise Data

The affinity map helped us transform raw interview data into actionable insights, which guided the design of the ERP system. Key outcomes included:

A clear understanding of user needs and pain points.

Prioritized feature requirements, such as real-time dashboards and automated task updates

A foundation for creating user personas and defining problem statements.

Sketching it all out

I created low-fidelity sketches using pencil and paper. My goal was to turn the research data into design ideas. I based my drawings on the collected data, analysis, and user flow diagram.

Design System

Material Design was the ideal choice for the ERP system because of its emphasis on consistency, scalability, and user-centered design. By leveraging its guidelines and components, I was able to create a visually appealing, intuitive, and accessible interface that meets the needs of all stakeholders.

Usability Testing:

Moderated Testing:

A facilitator guides the participant through the test, asks questions, and observes their behavior.

I select 5 participants per user group //Nielsen Norman Group recommends 5 users to uncover 85% of usability issues

Friendliness Bias:

Most of the participants in the usability testing group were my colleagues. During the testing, I kept in mind the potential for friendliness bias, as they tended to provide overly positive feedback, such as saying, ‘Yes, I completed the task,’ to avoid offending me. To reduce this bias, I encouraged them to share honest feedback by asking open-ended questions like, ‘What challenges did you face while completing the task?’ or ‘How can we improve this process?’ This approach helped uncover hidden pain points and ensured more accurate and actionable insights."

Before >> After

Feedback One

At the managerial level, I receive too many tickets. If I want to share a specific ticket with a team member, there is no option to share or copy the link of that specific ticket.

This feedback highlights a usability issue in the system, specifically the lack of a feature to share or copy links to individual tickets. This can be addressed by adding a Share button or Copy Link option for each ticket, making it easier for managers to delegate tasks and collaborate with team members.

Feedback Two

While creating a task tree, there is a security issue where some users don’t have permission to open or view other tasks within the tree.

To address this issue, I implemented active and inactive states for tasks:

Active Tasks: Tasks that the user has permission to access and interact with. These are fully visible and clickable.

Inactive Tasks: Tasks that the user does not have permission to access. These are displayed in a grayed-out or disabled state, making it clear that they cannot be interacted with.

Lessons Learned

I realized from the start that organization and attention to detail were critical, especially during the research phase. Every insight from user feedback, such as during usability testing, had to be carefully considered without dismissing anything as unimportant or common sense. This approach ensured that no critical pain points or opportunities for improvement were overlooked.

One key learning was the importance of visibility of system status. For example, by adding a progress indicator for task completion, I saw how such a simple feature could significantly enhance the user experience. It provided users with clear feedback on their actions, keeping them informed and confident as they navigated the ERP system.

Re-testing proved to be incredibly valuable. It uncovered additional usability issues that weren’t apparent during the early design phases. This taught me to never assume a design is perfect and highlighted the necessity of continuous testing and refinement to create a truly user-friendly product.

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HRIS - Task Management

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