Workwell Members Portal
— Problem
Coworking space startup needs a digital solution for their team and members to come into the digital age.
Set out to help a couple of entupuenures, me and 4 other designers work to create a seamless product integration that eliminated unnecessary interactions.
With this solution the owners and members can focus on building their business instead of manually book keep members subscriptions, and managing conference room bookings.
See Master Doc
Team Roles
Frank Cademarti | Project Manager
Angelica Mae Ignacio | Research Lead
Lauren House | UX Lead
Mady Jiang | UI Lead
Jasmine Gao | Designer
Date
Oct- Dec 2018
Methods
Time Management
Design Management
Agile Feedback Loop
Practices
Information Architecture
Usability Patterns
Inspiration Boards
User Survey
Infinity Map
A/B Testing
Prototypes
Wireframes
Tools
Pen & Paper
Adobe XD
Sketch
Adobe Photoshop
Adobe Illustrator
Scope & Planning
As the PM for this project, I set out and created a proposal and timeline to create transparency with the client as well as getting the team working with in their respective divisions ASAP.
See The Plan Here
Discovery
To gain a better understanding of the coworking members behaviors we started by interviewing the Workwell founders. In addition to gaining a better sense of their company, they also gave us insights into the issues their current members faced in their current members. This helped us identify the questions we could use to conduct interviews coworking spaces closer to home to help develop and validate pain points of the Workwell members.
Memberships Overview
Workwell offers 4 different memberships that grant different address to physical areas, but also complementary credits for conference room rental or useage on a monthly bases.
Virtual Office (No Credits)
Hot Desk (2 Credits)
Dedicated Desk (4 Credits)
Suite (6 Credits)
Lrg Suite (8 Credits)
Parallel Tracks
This is where I started to send the team down various tracks, to ensure movement in many directions keeping the project on track.
Research
With the whole team green in the coworking space, the industrial designer in me knew I would have to make it to check out the physical space. Gaining a sense and feel for they type of environment people who utilized these kinds of spaces were like. In a two prong approach we placed surveys flyers leave behind with QR codes a quick scan to link to our survey.
Investigative
Angelica and I contacted various coworking spaces, large establishments WeWork, Industrious and small establishments Phoenix (Alameda) and Vanguard (Walnut Creek) that were more inline with the size of Workwell. We did some onsite visits (Phoenix/Vanguard), as well as virtual tours.
*QR Code no longer active
Onsite Findings
Phoenix was more inline with the clients set up, smaller, and had a less corporate feel. Two of the most interesting findings we saw were a digitized booking system for the conference rooms, while their events calendars was still analog. This misalignment made us dive deeper into the booking SaaS, but also sparked ideas about color dilination that we reported back to the team.
Analog Public Calendar
Digital Conference Booking Calendar (Cobot)
Competitive Analysis
Software Analysis
Cobot offers extraneous features that may cause Workwell users to be disoriented or get lost.
Nexudus requires payment for each booking, no credit system.
WeWork utilizes proprietary software, with credit card inauguration.
Key Takeaways
Cobot was a current API (seen in photo) that could have been utilized, but lacked certain tool the Workwell team identified. Nexus was another booking SaaS, but did not accept payment, a key feature that the Workwell team wanted implemented. Large coworking spaces, Wework, Industrious had proprietary software installed ruling them out as an option.
We would need to develop a lightweight solution to ensure streamlined processes focused on the pain points of current Workwell users, but what were they?
Qualitative Research
Survey / User Interviews
The team started by crafting an initial survey for anyone who utilized coworking spaces. Simultaneously brainstorming questions for potential users interviews. Together we devised as strong script for user interviews, which would be a mix of friends that used coworking spaces, Workwell users as well as a couple of people who anonymous responded via google forms.
Interviewee Roles
Suite Member
Hot Desk User
Suite Account Manager
Dedicated Desk
Suite Member
Key Findings
5/5 users enjoy attending social events at their co-working spaces
4/5 primarily use their membership management tools to book meeting rooms
1/5 primarily uses their membership management tool for payment management
2/5 don’t receive complimentary booking credits and always have to pay to use meeting rooms
3/5 interviewees have trouble tracking both how many credits they receive and use each month.
Personas
With the research completed the and knowledge of the current Workwell user base, the team created personas to represent each of the users we identified earlier.
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Refinement
Brooding over all our research and data collected, we plotted needs in a 2X2 matrix with User Needs and Client needs to ensure we focused on the most important aspects.
Results
This exercise helped prioritize possible features that addresses the user’s most critical needs.
Complimentary Credit Tracker would be designed from the ground up, keeping in mind all policies handed down from Workwell team.
While the Events Calendar, did not make the top three, the design team determined the overlap with the Conference Room Booking Calendar could pose a potential issue for bookings as well as the number of users interviewed enjoyed this additive feature.
We also decided as a team we would suggest Stripe as a API plugin for the Payments Management Tool for the site.
Conference Room Booking Calendar
Complimentary Credit Tracker
Payment Management Tool
Events Calendar
UX Design
Lauren headed out to tackle the flows for the flows we had identified as a team, as well as starting to develop a dashboard and calendar. Leading this part of the project, Lauren did a great job leading the team though the flows as well as taking feedback to enhance and take the project to the next level.
User Flows
- Set Up Monthly Membership
- Book a Conference Room
- Sign Up for a Day Pass
Lauren and I worked on User Flows to help screens that we needed for the front end site.
Ideation, Iteration, Present, Refactor
The whole team came together to bring countless ideas to the table. Some good, some bad, but all important in some facet. We then used A/B testing to weed though designs to present the best to the Workwell team for feedback.
Using an agile feedback loop with the Workwell team we completed this cycle in a two weeks gaining key insights from classmates and instructors. Landing on a overall design for the dashboard and calendar we moved into digitizing for testing.
Wireframes
Dashboard
Version 1
Users felt, cramped and confused by the amount of information on the screen.
Version 2
Doubling up the CTA to book a room, provided a confusing decision that the user would have to make. This duplication was simplified in the final version.
Version 3
Keeping things simple and removing the fat lead us to a clean and simple dashboard with one direct CTA. All pertinent information was on screen including a snapshot of upcoming events.
Book A Room
Users got visibly frustrated with the guess and check of this flow. Some even increasing the intensity of their clicks the second time though.
Private events and public events would share the same calendar, data suggest that visibility to this information was split.
Adding an overview of the rooms booking (2) while collapsing, not removing other information like photo of the room, made the user experience more streamlined.
To resolve this issue, we added a toggle feature allowing the user with one simple click to hide public events. We also added color to start telling the story to the Workwell team.
High Fidelity
Initial research and initial site visits gave me a good idea of the look and feel that the site should have. We took 3 distinctive approaches Arty (monochromatic), Eclectic and Techy so tasked Mandy and Jasmine with to make inspiration boards that included items that I knew the site would need. Assets included colors, textures or patterns, existing sites as well as icon inspiration
**Jasmine did not participate
Resetting Designs
Unfortunately as we worked though some of the final designs, the Workwell team had a change of heart. This put the UI team under a crunch time, working tirelessly to ensure the final screens were completed for the deadline.
Final Solution
Mandy and the team reworked the design settling on a simple clean design with incorporating some
Typography and color story can be seen below.
Primary Colors
Secondary Colors
Tertiary Colors
Final UI Implementation
Home Page Dashboard
The final designs stayed with an overall clean designs with a card system that allowed for ease of booking and management of your credits.
