Design Strategy | User Research | Wireframe | Visual Design | Usability Testing
Date
Feburary 2024
Contribution
User Research, Wireframe, Visual Design
Brief Overview
AskGenie is a chatbot-powered feature that was introduced in an existing employee portal. It was designed to streamline access to company information, policies, and procedures for employees. By providing instant, personalized information, AskGenie aims to enhance employee productivity, improve onboarding experiences, and reduce administrative burdens.
Challenges
Information Overload: Employees struggled with navigating a vast repository of company documents, policies, and procedures.
Time-Consuming Searches: Finding specific information often involved lengthy searches and multiple platforms.
Onboarding Challenges: New employees faced difficulties in understanding company culture, policies, and procedures during the onboarding process.
The lack of a centralized resource created inefficiencies in managing and retrieving essential documents and data, affecting overall workflow and employee satisfaction.
Solution
AskGenie was designed to address these challenges by providing:
Instant Access: Quick and easy access to company information, policies, and procedures.
Personalized Search: Tailored results based on the employee's role and permissions.
Natural Language Understanding: Ability to understand and respond to user queries in natural language.
24/7 Availability: Constant access to information and support.
Discovery
The Discovery phase of the project involved a deep dive into the user experience to understand the challenges employees faced in accessing company information and identify opportunities for improvement. This phase included the following activities:
User Interviews: Conducted in-depth interviews with employees from various departments to gather insights into their daily workflows, information needs, and frustrations with existing systems.
Observation: Observed employees in their work environments to understand how they currently access and use company information.
Surveys: Administered surveys to gather quantitative data on employee satisfaction, challenges, and preferences.
Competitive Analysis: Analyzed existing employee portals and chatbot applications to identify best practices and potential features.
By combining these methods, the Discovery phase provided a comprehensive understanding of the user needs and pain points that AskGenie was designed to address.
User Journey of the new joining ideal employee
Define
The Define phase of the project involved translating the insights gathered during the Discovery phase into a clear and actionable plan for the development of AskGenie. This phase included the following activities:
User Personas: Created detailed user personas representing different employee roles and needs, including their goals, motivations, and frustrations. These personas helped to guide the design and development to ensure that it met the specific needs of its target users.
User Journey Maps: Developed user journey maps to visualize the employee experience from start to finish, including their interactions with other company systems. These maps helped to identify pain points and opportunities for improvement.
Key Metrics: Defined key metrics to measure the success of the AskGenie application, such as user satisfaction, time saved, and increased productivity. These metrics provided a framework for evaluating the effectiveness of the application and making data-driven decisions.
Ideation
The Ideation phase of the project involved generating and exploring creative solutions to address the challenges identified during the Discovery phase. This phase included the following activities:
Brainstorming: Conducted brainstorming sessions with a diverse group of stakeholders to generate a wide range of ideas for potential features and functionalities of AskGenie.
Concept Exploration: Explored and evaluated different concepts for the AskGenie application, considering factors such as feasibility, usability, and alignment with user needs.
Prototyping: Created low-fidelity prototypes to quickly test and iterate on different ideas, allowing for early feedback and refinement.
Prioritization: Prioritized the most promising ideas based on their potential impact, feasibility, and alignment with project goals.
The Ideation phase was essential for identifying innovative and effective solutions that would meet the needs of employees and improve their overall experience with the company.
Design
The Design phase of the project involved translating the insights and ideas generated during the previous phases into a concrete and visually appealing design for the ASKgenie application. This phase included the following activities:
User Interface Design: Created a clean and intuitive user interface that was easy to navigate and use, even for employees who were not tech-savvy.
Interaction Design: Designed intuitive interactions and workflows that made it easy for employees to find the information they needed and complete tasks efficiently.
Visual Design: Selected a visually appealing color palette and typography that aligned with the company's branding and created a professional and inviting appearance for the application.
Accessibility: Ensured that the application was accessible to all users, including those with disabilities, by following accessibility guidelines and best practices.
Testing and Iteration: Continuously tested and iterated on the design to ensure that it met the needs of users and provided a positive experience.
We also incorporated features such as a personalized dashboard, a search bar, and a FAQ section to make it easy for employees to find the information they needed.
The Design phase was crucial for creating a visually appealing and user-friendly application that would be adopted by employees and meet the project's goals.
Problems Solved
The AskGenie feature had a significant positive impact on the employee experience. By addressing the challenges identified in the Discovery phase, AskGenie has:
Improved Efficiency: Saved employees time and effort by providing quick and easy access to company information and resources.
Enhanced Onboarding: Streamlined the onboarding process for new hires by providing a personalized assistant and easy access to necessary documents and information.
Increased Productivity: Enabled employees to focus on their work rather than spending time searching for information.
Reduced Administrative Burden: Automated common tasks and provided a centralized source of information, reducing the workload on HR and other departments.
Improved Employee Satisfaction: Provided a valuable tool for employees, leading to increased satisfaction and engagement.
Overall, ASKgenie has proven to be a valuable asset to our company, helping to improve employee productivity, satisfaction, and efficiency.
