Overview
1on1 meetings between bosses and team members within a company are becoming more common.
Common issues include the boss speaking too much unknowingly and having difficulty perceiving employees' reactions in a flat manner.
My role was to determine the problems faced by employees and how the manager or boss can improve so that the meetings do not end up being pointless and waste of time for both the side.
Duration
2 Months
Role
UI/UX Designer
Client
I'mbesideyou Inc. Japan : A video analysis AI service that enables online communication tailored to each individual's personality.
This project has been made available to view for recruitment purposes only. It is inaccessible publicly to honour the NDA policies and I put faith in the viewers honouring them too.
How might we determine meaningful ways to incorporate IBY AI in a platform that benefits managers or boss by providing them proper evaluations including solutions such as, discussion summary, engagement time, engagement parameters (like attention,emotion etc) and so on so that productivity is increased and work can be done more efficiently.
Presenting IBY 1:1 Meeting management tool
Summary
Emotion AI based 1:1 Meeting Management Tool
Process
Secondary Research
Where did I start?
What are one-to-ones?
Why it’s important?
Primary Research
Understanding Users And Use Cases
Current Scenario
Many organisations have successfully shifted to remote work post-COVID-19, and employees have settled into remote work environments. Now it’s time for the managers to provide additional support to their employees through guidance and feedback. In on-site work, this could easily be achieved through one-to-one meetings. In remote work, however, we need a solution to conduct such meetings effectively.
Quantitative Research
To get a more realistic grasp of my current and potential user bases, I designed a short survey form based on my initial research gathering and standard survey techniques to gather demographic data and understand the basic problems that users have in 1:1 meetings.
User Interviews
I conducted semi-structured interviews with some managers and employees of various MNC's for a deeper and more detailed understanding of the users characteristics, behaviours, and belief systems pre and post meeting.
Questionnaire
For Managers
How important are 1:1 meetings according to you?
How frequently do you conduct 1:1 meetings with your employees?
Do you plan such meetings beforehand? (Do you keep an agenda in mind for the meeting?)
Do you keep the minutes of the previous meetings with you while conducting meetings with your employees?
In your opinion, does your or your employee’s body language affects the conversation in 1:1 meetings ?
What pattern you generally follow ?
If you are not satisfied what are your plans on improving?
How often do you feel the need to cancel or reschedule 1:1 meetings?
What are your views on a proper tool for such meetings ?
For Employees
How important are 1:1 meetings according to you?
How frequently your boss/manager conduct 1:1 meetings?
Do you get agenda meetings beforehand?
Do your boss keep the minutes of the previous meetings?
In your opinion, do distractions around you or your boss/manager affect the quality of the meetings?
What pattern your boss/manager generally follow and are you satisfied?
What impact cancelling or rescheduling meetings have?
What are your views on a streamlined tool for this purpose?
What are your views on emotional AI?
Key-takeaways
Better Understanding
Keeping Records
Taking Notes
Distractions
Confusions
Lack of Insights
Market Analysis
Competitor’s & Challenges
With the users' experiences and suggestions, I conducted a critical analysis of the features available in similar apps in the market.
Define
Empathizing with users
User Journey Map
A journey map was created to understand user pain points through each step while simultaneously trying to to discover opportunities.
Ideation
Discovering Opportunity
I identified areas of opportunity and I defined it in a clear and concise manner
Simplify and Automate cumbersome tasks
Inefficiency are caused by cumbersome task like scheduling, maintaining records, note taking. The interruption divert attention, break the flow eventually reducing productivity and this affects such meeting making them of no use.
Applicable to
Planning
Scheduling
Meet
Provide detailed analysis and suggestions
Most of the times meeting becomes one-sided, inconclusive and the manager doesn’t know where he is lacking and how he can improve.
Applicable to
Meet
Analysis
Determining Solution Space
Perspective Grid
I proposed solution in-reference and prioritized while keeping users in mind and also ideated key features in-context to the goals, activities, opportunities and pain points affecting the user
Defining Parameters
I identified and defined the following parameters on the basis of user interviews and secondary research.
I divided the parameters into two categories for a better understanding
1. Conversational/Speech
2. Emotional
Information Architecture
I created Information Architecture, which acts like a site map but for the tool. Creating an IA helped me form an backlog or to do board based on the flows. I also iterated and went through various user scenarios and situations (like test cases for my IA) to fill out and holes or missing pieces of the experience.
Deliver
Design System
Importance
A Design System is our single source of truth which groups all the elements that will allow the us to design, realize and develop a product.
The key reason for focusing on a design system is to build a strong foundation for future teams to innovate without stressing on components.
Atomic Design
An atomic design system promotes consistency and cohesion, speed up your team’s productivity, establish a more collaborative workflow, establish a shared vocabulary, provide helpful documentation, make testing easier, and serve as a future-friendly foundation.
Atoms
Molecules
Organisms
User Flows
Onboarding
Meeting analysis flow
Meeting Analysis
Detailed analysis of the last meeting with categories in action.
Web Prototype
Mobile View
Mobile Prototype
Learnings
Exploring Japanese Culture
Understanding Emotion AI
Experience
I was very excited to work on real world problem. I had anticipated that it would not be easy, which it wasn’t , but I learnt a lot from this experience.
Here are a few glimpses of my virtual work life. I also got an opportunity to meet the founders in person.
Bonus
You can also check out internship recruitment case study on behance from here.
