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UX CASE STUDY

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Shift management platform

Duration: 2.5 months

Team: 5 UX students

My role: UX designer

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INTRODUCTION

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This project is in the second-year psychology curriculum, centered on user experience design. It includes simulating the process of understanding a complex system, starting with competitor research and progressing through information architecture to create an interactive interface.

Overview

"I'm Here" is a web-based employee shift management system that integrates all aspects of shift management for a smoother user experience.

The story

In today's hectic business world, employees balance multitasking, time management, collaboration, and goal pursuit. Picture a realm where user-centric design not only simplifies these tasks but amplifies productivity, nurtures teamwork, and revolutionizes outcomes.

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COMPETITIVE ANALYSIS

Meckano
Administration of attendance, assignments, shifts, and employment contracts.

What are they doing well?

  • Swift bilingual login options.

  • Instant attendance updates and deviation alerts.

  • Accessible employee reports with salary integration.

What are they doing bad?

  • Conflicts with Hebrew reading habits (LTR interface).

  • Ambiguous shift entry/exit buttons.

  • Low contrast in clock attendance reports.

Hilan
SaaS for comprehensive human capital management: salary, HR, attendance, and pensions.

What are they doing well?

  • Employee email and document submission.

  • Productivity and attendance reporting.

  • Biometric system access and generational insights.

What are they doing bad?

  • File uploads involve extra steps through a third-party interface.

  • Outdated interface design.

  • Work arrangement window issues: Vague microcopy, clutter, no info hierarchy.

Mishmarot
Providing HR, scheduling, attendance, and operational SaaS solutions.

What are they doing well?

  • AI-driven scheduling with compensation constraints.

  • Staffing forecasting based on resources and workplace needs.

  • Cloud storage and seamless sync with organization systems.

What are they doing bad?

  • Alert inconsistency: Lacks Hebrew user-friendly layout.

  • Confusing microcopy in notifications and work arrangement.

  • Non-uniform navigation bar, violating gestalt principles.

Connecteam
Administration of attendance, assignments, shifts, and employment contracts.

What are they doing well?

  • Wide-ranging services: comms, training, HR, digital business.

  • Supports system implementation for all organization sizes.

  • User-friendly interface with online forms and e-signatures.

What are they doing bad?

  • No "guest" access for a trial interface experience before payment.

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CONCLUSIONS

Conclusions derived from competitive analysis and industry-standard comprehension in shift management.

User-friendly interface that doesn't compromise product functionality.

An interface integrated with Google Calendar.

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A design focused on employees, considering their needs and roles.

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QUESTIONNAIRES

Overview of statistics and data gathered through our questionnaire surveys.

The questionnaires were completed by 18 employees who use shift management software.

Your work environment is:

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A quiet work environment.

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A loud work environment.

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Is your application linked or integrated with other time management apps such as Google or Apple Calendar?

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Yes.

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No, but I'd be open to having that feature.

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No, and I have no need for such a feature.

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Were there any actions among those listed below that cannot be executed within your current application?

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Clocking in/out of a shift.

Sending a work schedule.

Notify about a sick day.

Reviewing the monthly summary of hours worked and earnings.

Notify about taking a lunch break.

Editing/Viewing your personal details (email, phone, password, etc).

Submitting a day off request.

No, all the listed actions are achievable.

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KEY TAKEAWAYS FROM USER INTERVIEWS

We conducted interviews with three software users: Connecteam, ShiftOrganizer, and Timetable.

Chat with other company officials.

The chat should be more interactive. very few people utilized the integrated chat.

An interface that is synchronized with Google Calendar.

“A method for shift information to seamlessly integrate with Google or Apple Calendar, enabling communication with other time management apps.”

Sustaining a design that is clean, effective, and straightforward.

Numerous adjacent buttons create confusion and occasionally lead to errors.

ROLE ANALYSIS - THE EMPLOYEE

GOALS AND EXPERTISE

The employee holds role-relevant expertise and specific objectives.

REQUIRED SKILLS

Proficiency in Hebrew reading and writing, along with basic tech skills to navigate the system.

HIERARCHY POSITION

Usually, the employee occupies a lower hierarchy position.

RESPONSIBILITIES 

The employee's responsibilities depend on his role in the organization.

EXPECTATIONS

Recording work hours in real-time or retrospectively, managing leave, and submitting requests/forms.

SUPERVISION

The employee reports to their managers.

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INFORMATION ARCHITECTURE

The structural design of the new I'm Here interface.

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SCENARIO 01

An employee needed to determine how many shifts to submit for the upcoming week. To do so, they logged into the system, accessed their personal area, reviewed the monthly summary to check their expected hours and salary, and then submitted the appropriate work arrangements. Once successfully completed, they logged out of the system.

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SCENARIO 02

A new employee begins by logging in and clicking "Enter Shift." They proceed to the tasks page to review their upcoming responsibilities. If they encounter an unfamiliar task, they access the work arrangement to identify their colleagues and initiate contact through the chat icon.

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Streamlined Task Management

The Tasks screen provides employees with a view of their current assignments, upcoming tasks for the week, and the status of each task.

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Monthly Overview

Explore Compensation Details, Work Hours, Sick Day Balance, Vacation Days, and Access Past Income Statements.

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Requests and Forms

Where Employees Submit Vacation Requests, Military reserve duty, Illness Reports, Upload Medical Certificates, and Access Downloadable Forms.

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CHALLENGES AND DESIGN CHOICES

Key challenges and the applied design principles to address them.

About 62.5% of users can't report lunch breaks in their app.

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Using Norman's Visibility principle.

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A clearly visible button to assist users in recognizing the action required to initiate a lunch break.

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Occasionally, users overlook reporting their shift entry.

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Nielsen's 10 usability heuristics include providing users with error recovery options.

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The solution includes an "I forgot to log in/out of a shift" button and the ability to edit shifts via both the "Attendance" and "Home" screens.

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