This project was a part of a course in which i was task to design a complex system.
The goal was to design a system that improves the user experience in shift management while providing convenient tools for reporting work hours, submitting leave requests, and calculating wages.
Role: Product Designer
Group Members: 4
Our research included surveys and interviews with users who frequently work with shift management systems.
In the task analysis, tasks were evaluated based on importance, frequency, and complexity to understand how each task should be prioritized and organized within the user interface.
Critical Tasks: Tasks like daily hours logging and submitting shifts are high in importance and frequency, making them a priority for the system's design.
Moderate Tasks: Tasks like syncing data to a calendar and resetting passwords occur less frequently but require medium-to-high complexity, meaning they need clear workflows to minimize user frustration.
Low Priority Tasks: Updating personal details has lower importance and frequency, so these can be placed in secondary menus or less prominent areas.
User Flow 1: An employee logs into the TimeTracker to report a missed clock-out time. They navigate to "Report Hours", edit the exit time in the monthly summary, and submit the request. The system confirms the submission as "Pending Manager Approval.
User Flow 2: An employee logs into the TimeTracker to request leave for exam week. From the homepage, they navigate to "Requests" in the main menu and select "Leave Request." They fill out the required details, submit the form, and receive a confirmation that the request is "Pending Manager Approva"l.
We conducted 5 semi-structured, face-to-face interviews
"A clean, modern interface"
"Sometimes I forget to clock out, and fixing it later is a hassle. There should be an easier way to correct my hours"
Complex System
Overview
Design Process
Design System
Key Findings
Reporting Work Hours and Shifts: The employee is responsible for logging their work hours, including overtime.
Requesting Leave and Reporting Sick Days: The employee submits requests for vacations and reports sick days, including attaching necessary documents when required.
Maintaining Personal Information: Keeping information up-to-date, such as personal details and employment data.
Shift Swapping: Flexibly managing the schedule by requesting shift swaps as needed.
Responsibilities:
The employee needs basic technical skills to independently use the work hours and reporting system.
Required Skills:
Survey
Interview
User-Friendly Design
Integrated Leave Management
Real-Time Summaries
Wage Calculation
Customizable Notifications
Calendar Synchronization
Modern and Simple Design
User Research
Role Analysis - General Employee
Task Analysis
Information Architecture
User Flow
ממוצע כללי
מורכבות
תדירות
חשיבות
משימה
2.33
3
2
2
בקשה להחלפת משמרות
2.33
4
1
3
דיווח על ימי מחלה או חופשה
4.33
3
5
5
דיווח שעות
2.33
4
2
2
העברת נתונים ליומן אישי
3.67
1
3
5
צפייה בסידור עבודה
3.00
3
1
5
שינוי או שחזור של סיסמא
3.33
1
4
5
הגשת משמרות
2.33
2
1
3
עדכון של פרטים אישיים
4.67
3
3
5
סיכום חודשי של שעות העבודה
3.67
3
3
4
סיכום חודשי של השכר
What is the main purpose of your system usage?
50
40
30
20
15
10
0
View Schedule
Submit Shifts
Communicate with Managers
View Reports
What issues do you encounter when using the system?
45.5
38
30
23
15
8
0
Paycheck Management
Manage Work Hours
Communication Issues
We conducted an in-depth analysis of three main competing systems: Shift Organizer, Connecteam, and Synerion.
The system should offer easy clock-in and clock-out options, with detailed reports that are accessible and easy to understand.
Users highlighted the need for a simple, intuitive interface that reduces cognitive load and allows for seamless operation without errors.
Managing leave and absences easily was critical. The system needs to offer tools for approving leave requests, either automatically or manually.
We applied the availability heuristic by Tversky and Kahneman, creating visualizations of reports using intuitive graphs and prominent colors. This reduced cognitive load and helped users easily track their data.
We used working memory principles such as chunking information into smaller, manageable units and combining visual (spatial-visual sketchpad) and verbal (phonological loop) information, which helpes users better understand and retain the information, reducing cognitive load and facilitating quicker, data-driven decision-making.
Solutions
We addressed this issue by implementing real-time feedback based on Treisman's Attentional Filter Theory, which suggests that only relevant information passes through to conscious awareness. In our system, color-coded notifications were used to capture attention: if there was an issue, the system displayed a red notification, and if the action was successful, it displayed a green notification.
Following Kahneman's System 1 and System 2 model, we aimed to reduce the cognitive load associated with System 2 (effortful thinking) by relying on System 1's automatic responses. The use of color as a quick visual cue leverages System 1's fast, intuitive processing. For example, a red color on the dashboard signals an important issue, automatically capturing attention and prompting action without extensive deliberation. After completing the action, the green color signals completion, which reduces cognitive strain and reassures the user that the task was successful. This immediate feedback minimizes uncertainty and enhances user confidence.
Issue
lack of responsiveness when users logged work hours. Users wanted immediate feedback to confirm that their action was successful, reducing anxiety and uncertainty. This immediate feedback was important for enhancing transparency, efficiency, and trust in the system.
Issue
Users faced difficulties in tracking, processing and manipulating work hours and salary reports, especially when they needed to perform complex calculations.
Design Issues & Solutions Base On Psychological Theories
Market & Competitor Research
Screens
Design system
end
Research & Competitor Analysis
User Interviews & Surveys
Role & Task Analysis
Information Architecture
UI Design & Prototyping
UX Design
Mor Talias
Market & Competitor Research
Full Case Study Available In Desktop
User Research
Information Architecture
User Flow
Design System
Screens
Design Issues & Solutions Base On Psychological Theories
We conducted an in-depth analysis of three main competing systems: Shift Organizer, Connecteam, and Synerion.
Key Findings
Key Findings
Attendance and Work Hours Tracking
User-Friendly Interface
Leave and Special Event Management
Our research included surveys and interviews with users who frequently work with shift management systems.
Survey
What is the main purpose of your system usage?
50
40
30
20
15
10
0
View Schedule
Submit Shifts
Communicate with Managers
View Reports
What issues do you encounter when using the system?
45.5
38
30
23
15
8
0
Paycheck Management
Manage Work Hours
Communication Issues
How often do you use the system?
Daily Basis
Multi-Weekly Basis
Interview
We conducted 5 semi-structured, face-to-face interviews
User Flow 1:
An employee logs into the TimeTracker to report a missed clock-out time. They navigate to "Report Hours", edit the exit time in the monthly summary, and submit the request. The system confirms the submission as "Pending Manager Approval.
User Flow 1:
An employee logs into the TimeTracker to report a missed clock-out time. They navigate to "Report Hours", edit the exit time in the monthly summary, and submit the request. The system confirms the submission as "Pending Manager Approval."
Issue
Users faced difficulties in tracking, processing and manipulating work hours and salary reports, especially when they needed to perform complex calculations.
Solutions
We applied the availability heuristic by Tversky and Kahneman, creating visualizations of reports using intuitive graphs and prominent colors. This reduced cognitive load and helped users easily track their data.
We used working memory principles such as chunking information into smaller, manageable units and combining visual (spatial-visual sketchpad) and verbal (phonological loop) information, which helpes users better understand and retain the information, reducing cognitive load and facilitating quicker, data-driven decision-making.
Issue
lack of responsiveness when users logged work hours. Users wanted immediate feedback to confirm that their action was successful, reducing anxiety and uncertainty. This immediate feedback was important for enhancing transparency, efficiency, and trust in the system.
Solutions
We addressed this issue by implementing real-time feedback based on Treisman's Attentional Filter Theory, which suggests that only relevant information passes through to conscious awareness. In our system, color-coded notifications were used to capture attention: if there was an issue, the system displayed a red notification, and if the action was successful, it displayed a green notification.
Following Kahneman's System 1 and System 2 model, we aimed to reduce the cognitive load associated with System 2 (effortful thinking) by relying on System 1's automatic responses. The use of color as a quick visual cue leverages System 1's fast, intuitive processing. For example, a red color on the dashboard signals an important issue, automatically capturing attention and prompting action without extensive deliberation. After completing the action, the green color signals completion, which reduces cognitive strain and reassures the user that the task was successful. This immediate feedback minimizes uncertainty and enhances user confidence.
Complex System Design
The Design Process
This project was a part of a course in which i was task to design a B2B system.
The goal was to design a system that improves the user experience in shift management while providing convenient tools for reporting work hours, submitting leave requests, and calculating wages.
Overview
Role: Product Designer, UX Research
The system should offer easy clock-in and clock-out options, with detailed reports that are accessible and easy to understand.
Users highlighted the need for a simple, intuitive interface that reduces cognitive load and allows for seamless operation without errors.
Managing leave and absences easily was critical. The system needs to offer tools for approving leave requests, either automatically or manually.
