MeetEase
Make your meeting room booking experience more efficient and seamless
Team: Hayley Heshuote Ziyu Song Mobei Qian Zaozao Li
Tools: Figma
My Role: Product Strategy User Experience User Research Usability Test
Timeline: 6 Weeks
Imagine you're an office manager who can't find empty meeting rooms fast enough and it's always a problem
Meet our hero, Jade, a product manager in a large corporation, navigating her day with Outlook as her guide.
Jade's day begins with the regular problem of locating a meeting room. It is tiring rather than fun. Roughly 40% of workers spend as much as 30 minutes searching for a workspace. It's a daily search without a meaningful payoff, just a place to sit. Jade finds a spot and realizes that everyone is obsessed with meetings, which take up a third of the workday. Despite the rush to book rooms, about half stay empty. She believes there's got to be a more sensible way to manage the meeting chaos.
Goal Statement
To design an experience for booking and managing meeting rooms that allow everyone in the office to find the best meeting room efficiently. Our goal is to reduce 50% of the time employees spend on coordinating a meeting room. The product will provide intuitive room and resource management.
We chose meeting organizer/managers and attendee to be our CUSTOMER
Research Methods
To understand how managers are scheduling meeting room in office space and what challenges they are facing in this process. We use user interview & process map.
We interview 12 potential users over phone calls, video chatting, and face-to-face meetings and we recieved totally 120 data points through interview.
We also made a process map to visualize stakeholder collaboration and the exisitng gaps.
We also made a process map to visualize stakeholder collaboration and the exisitng gaps.
Data Sorting
Sorting our data with different categories in Figma
Prioritize the top four features we can keep working on by ranking their impact, fesibility, urgency and number of times mentioned by user
User's Voices
Secondary Research
We also did some secondary research to understand office room regulations and here is some useful notes
Brainstorming and Priority Analysis
Competitor Analysis
We conducted a thorough competitor analysis between Microsoft outlook, Google calendar, and Feishu which are all the booking systems now are being used. Through this analysis, we analyze their strengths and weaknesses to find the opportunities we can innovate
Our Solution
User Flow
Mid-fi Wireframes
Usability Testing
After Mid-fi, we ran the first round usability test to evaluate the overall efficiency and effectiveness of the meeting booking system in facilitating big company managers to schedule and organize meetings with minimal effort to their specific needs
Feature 1: Automatic time slot suggestion Feature
GOAL: Evaluate the automatic time slot suggestion feature to ensure accuracy and efficiency in aligning with attendees' schedules
Feature 2: Room Selection Filter Feature
GOAL: EvaluMeasure how seamlessly users can filter and select rooms based on proximity, available equipment and devices, and size to suit team needs
Feature 3: Interactive Floor Plan Feature
GOAL: Assess how fast users can navigate interactive floor plans to find and select preferred meeting locations
Feature 4: Integration with Group Chat Systems Feature
GOAL: Assess how quickly integration with group chat systems can streamline communication related to meetings
Style Guide
High-fi Design - Features
/HomePage Interface
/Calendar Scheduling Interface
/Meeting Room List Interface
/Interactive Floor Plan Interface
