Project management for Work OS
Swit, a project and work management platform for medium and large enterprises for enterprise-wide collaboration, integrates email, calendar, document management, and video conferencing features, and helps users work in a more human and fundamental way.
This enables more efficient collaboration than traditional methods. As part of a major overhaul to Swit 2.0, I improved the extended work experience for several organizations.
Role
Lead product design
Design strategy
UX / UI / GUI design,
UX research,
Data analysis (VOC, Pendo),
Co-design system
Collaborators
1 Project Manager
1 UX Writer
1 Front-end Engineer
4 iOS/ Android Engineers
2 Backend Engineers
Duration
1 year (2022 - 2023)
Tools
Figma,
Framer,
Pendo data tool
Problem
1.Difficulty in Understanding the Entire Organization's Work Status
As our customer base expands to include medium-sized and large corporations capable of cross-departmental collaboration, the need for improving the user experience to support sharing work across various workspaces and assisting with follow-up actions for projects has become essential. This improvement was crucial to accommodate the expanded work experiences of various organizations in multiple workspaces.
2.Standardization of Design System and UI Enhancement
Integrating add-ons and third-party services into our project management features necessitated the standardization of the design system. This involved eliminating individual task designs and legacy systems in development. In this process, as I restructured the hierarchical layout within the Task card, an essential component for task management in project coordination, it became necessary to transform it into a new design.
PainPoint
Solution
Increased Work Complexity
Rise in remote, home-based, and hybrid work environments.
Functionality
Streamlines team communication and project management, removing the need for screen switching, thereby boosting team efficiency.
Communication and Maintenance Costs
Fragmentation due to the use of various tools leads to communication breakdowns and necessitates follow-ups due to an increase in work-related history and attachments.
Interoperability
Reduces distractions by minimizing notifications and screen changes, allowing for a more focused work environment and facilitating easier access to project-related tasks and information.
Difficulty in Understanding Company-wide Work Status
Lack of a comprehensive work management environment.
Scalability
Enhances the ability to work across the entire organization through expanded collaborative workspaces, improving visibility and project management on a large scale.
Design Output
Support for a Multitasking Interface
When viewing tasks, users can resize the task screen by expanding or collapsing the size of the right panel. With enhanced multitasking capabilities, users can check the progress of multiple channels and projects on one screen. The right panel also allows users to easily navigate to sub-channels and projects in different workspaces. This provides an efficient project management experience without the constraints of cross-departmental information viewing.
Key features
Feature 1. Enhanced Task Registration Logic & Unified Design Components
A key improvement in the Swit 2.0 major update is the standardization of design, which includes the enhancement of task registration logic and the integration of components. This allows for easier creation and management of tasks across various projects, ensuring consistency and ease of understanding. Additionally, we have focused on usability by improving the visibility of essential task information such as the hierarchy between primary and additional information, status, priority, and assignee.
Feature 2. Extend Task Work Capabilities
Users can now sort project attachments by type for easier access. The attachment space now includes an area to link attachments, personal goals, and third-party apps. This enhancement enables adding files, emails, and messages to tasks, along with checklists, subtasks, and assignees. Users can also refine priorities and timelines, setting clear expectations and plans for projects.
Feature 3: Utilizing the Right Panel for Sharing Work in Channels
Real-time conversations with coworkers are a vital component of collaboration. In Swit, we've closely integrated task management with chat functionality. Utilizing the Light Panel, a hub for work, tasks can be effortlessly shared to chat channels with simple drag-and-drop actions. This allows for easy updating of progress, as well as facilitating feedback, revisions, and queries.
Feature 4. Task and chat connected in one workflow
To enhance the user experience for extended work experiences across multiple organizations, we have improved the system to allow for work sharing and project follow-ups between workspaces. By linking projects to channels, any changes or updates in ongoing tasks are immediately visible in the respective channels. This enhancement ensures transparency in team collaboration and enables asynchronous communication.
Feature 5. Device-Specific User Experience Consideration
I meticulously designed user experiences tailored to various devices ranging from desktop apps for Mac and Windows, to Chrome accessibility, mobile devices, and dual-view on Galaxy Fold, and tablets. This process involved collaborative development with engineers to optimize view modes, ensuring seamless functionality and user-friendly interfaces across different devices.
Main challenges
Empower cross-organizational collaboration
Overview
We spend the majority of our waking hours at work, and it's a key place where human social interaction takes place. Swit is designed to bring transparency to work, allowing employees to connect their contributions to business results. This helps align personal goals with company goals so that we can grow together.
The project management feature I work on plays a crucial role in the workflow of an organization or team. It enables efficient communication and sharing of progress with team members, and is focused on improving the communication and productivity of workers.
User Research
Understanding Organizational Dynamics: Focused on comprehending user experiences at various organizational levels, we conducted comprehensive research across more than ten diverse companies. This involved categorizing user research into three key areas: 1) Experiences in project collaboration, 2) Internal and external work environments, and 3) Current service pain points and additional requirements. This approach was fundamental in enhancing insights into the project experiences within organizations.
Stakeholders
10+
Companies
Captured varied user behaviors
based on organizational
and business models.
3
CEO & HR staff
Explored organizational culture
and productivity tool needs
through interviews
38
Employees
Investigated departmental
collaboration experiences.
FGI & Usability Testing
Card Sorting: Based on this, we analyzed how users collaborate between channels and projects, identifying their pain points and needs.
Identifying current user flow issues
Usability Testing across different devices
VOC & User Needs
Card Sorting: Based on this, we analyzed how users collaborate between channels and projects, identifying their pain points and needs.
Identifying current user flow issues
User interview results
KJ Mapping & Mental Modal
Card Sorting: Based on this, we analyzed how users collaborate between channels and projects, identifying their pain points and needs.
User Research
Understanding Organizational Dynamics: Focused on comprehending user experiences at various organizational levels, we conducted comprehensive research across more than ten diverse companies. This involved categorizing user research into three key areas: 1) Experiences in project collaboration, 2) Internal and external work environments, and 3) Current service pain points and additional requirements. This approach was fundamental in enhancing insights into the project experiences within organizations.
Stakeholders
10+
Companies
Captured varied user behaviors
based on organizational
and business models.
3
CEO & HR staff
Explored organizational culture
and productivity tool needs
through interviews
38
Employees
Investigated departmental
collaboration experiences.
FGI & Usability Testing
Over five weeks, we collected actionable insights from primary user groups, enabling us to identify problems within the platform's user interface and functionality.
Identifying current user flow issues
Usability Testing across different devices
VOC & User Needs
By deeply understanding the challenges and requirements of our target audience, we were able to plan features that directly addressed their pain points for enhancing productivity and user satisfaction.
Identifying current user flow issues
User interview results
KJ Mapping & Mental Modal
Card Sorting: Based on this, we analyzed how users collaborate between channels and projects, identifying their pain points and needs.
Insights
Unify communication channels for teams, departments, and both within and outside the organization.
Inter-department communication is challenging, necessitating a system that enables immediate sharing and viewing of organization-wide information.
The mixing of various topics in chats and fragmentation in project management make issue management and tracking difficult.
Resolve workflow disruptions caused by information delivery via email and messenger, 3rd party.
Various topics are mixed within individual chat rooms.
Sharing tasks and the potential for information loss in responses lead to the inconvenience of volatile information.
Timeline
Workload
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May
April
Social Media
Blogs
Blogpost - “Leadership”
Week 3 Blog Post
SoMe
LinkedIn Celebration Post
Instagram Poll
March Madness SoMe Post
Website
Photos for Website
New Logo Campaign
Timeline
Workload
Social Media
5
Button
1
Connected
Kanban
List
Timeline
Calendar
Dashboard
Tabs
Today
Templates
field setting
Filters
3
To do
To do
High
New ppt slide for sales deck
Feb 21 ~ Feb 28
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2 Comments
✅
1
😎
8
Jamie Johnson
9:31 AM
Did you get an authentification text?
Data-Driven UX Development
In the development of Swit's Productivity Tool, a critical focus was on leveraging data-driven insights to enhance user experience. Using the Pendo Data Analysis Tool, we conducted an in-depth analysis of user interactions, focusing on key metrics such as funnel conversion rates and usage frequency. This data helped us identify areas for improvement and optimize the product design.
1.Frequency and Engagement
Analyzing usage frequency and engagement patterns provided insights into how users interacted with our tool. We leveraged this information to prioritize features and functionalities that were most valued by our users.
2.Funnel Analysis
Using the Pendo Tool, we analyzed the user journey in our project management system, identifying key bottlenecks. This approach aimed to streamline workflows and processes, leading to significant improvements in user retention and conversion rates for our project management tools.
Takeaways
SaaS Product Improvement and Business Impact
Improving the entire SaaS product over a year, based on significant business impact and both qualitative and quantitative data, was a new experience for me. It involved adjusting the roadmap to align with the pace of each team, leading to a successful overhaul.
Design Solutions for Various OS
Working on design solutions compatible with various operating systems, including desktop, tablet, mobile, and dual-fold phones, enhanced my understanding of device-specific environments.
Importance of Onboarding System
Following the major overhaul, I realized the importance of an onboarding system that helps each department adapt to the new structure without creating a digital divide, due to the scale of the task.
Achievements
30% Increase in Project Information Visibility
Customers experienced an increase in the viewing rate of task cards and in the frequency of sharing on channels and viewing them in dual mode.
20% Reduction in Customer Churn
The service dropout rate among both existing customers and new onboarding users decreased.
Product Hunt Golden Kitty Awards 2023
Swit achieved significant recognition at the Golden Kitty Awards 2023 by Product Hunt, securing 2nd place in the Team Collaboration category. This reflects Swit's notable impact in team productivity and its standing as a celebrated product within the Product Hunt community.
10X Growth in Monthly New MRR
After its release, our Monthly New MRR (Monthly Recurring Revenue) surged by tenfold. This dramatic increase underscores the successful market adoption of Swit 2.0 and our business's growth path.