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A system for managing work hours on projects, in front of clients as self-employed or as part of employees in companies and organizations.
The idea was born in my work as an employee at Temlo. We were required to manage the times of the projects we work on a daily basis, and report on them frequently during the shift, using slightly outdated methods, such as Excel spreadsheets. Then, at the end of each week we were required to pass on the collected information to a software called Priority.
In fact, I was the one who invite the idea. A great frustration I experienced on a daily basis, it was terribly important to me to take it as a challenge to prove to myself I can do it in a better way. I was responsible for the characterization of the platform and its visual design. At the end of the process, I set to myself to try to convince my managers to adopt It.
1. To make the process of time reporting much easier.
2. To improve our workplace to be much more organized.
3. To improve the way employees connect with their clients.
I started researching. It is true that the research should be objective, but I chose to contact all company employees, from all departments and interview them, to see if the difficulties I experienced during the shifts are also experienced by them.
The interviews were led in a semi-formal way, in order to keep the authentic environment, which would allow me to draw out the information from them as if they had told it to the employee sitting next to them in a daily conversation. I discovered through them that the experiences between us were the same.
In addition, I also discovered economic impacts on the company when I interviewed the department manager and the finance manager. The department manager said, she is aware of these problems, but in her view, the need to solve them comes from the fact that when an employee makes a mistake in reporting his hours and reports more than required for example, the project’s budget may get hurt in front of the client.
Some of the responses I received:
“I always have to be careful, because if I make a mistake in reporting, my salary can be harmed”.“I work on six different projects a day; I will never be able to remember to report them all accurately”“I have so many different emails in the box, and it makes me spend so much time looking for a specific email”
I have created 3 kinds of personas to define for me the needs the users would have based on the interviews I have done with them. I chose to create them based on a few main positions in the company.
The organizational consultants are the busiest in the organization. They run nearly ten projects simultaneously, which needed to be worked on, on a daily basis. Accordingly, the order and organization of the details of each project was terribly important to them.
The main pain: Losing project reporting details and struggling to have an easy way to contact their clients.
The graphic designers in the organization are used as suppliers for the clients and for the organizational consultants in particular. They are usually not under a managerial position, but because they are burdened with managing their projects' time, it harmed their creative freedom that every designer needs.
The main pain: Reporting time between projects interrupts the work sequence and harms their creative inspiration which is so important to them
The director of the digital department mostly deals with financial issues. She works with customers to ensure their level of satisfaction and often makes sure the output of the employees is within the customer's budget.
The main pain: Disorder in management of projects time resulted in deviations from the budget allocated, which pushes her into a corner with customers.
I started imagining the user flow in my head, so that it would happen in the simplest and easiest way I could think of. At the same time, I designed the wireframes screens. I focused on the main functions, the ones that would solve the most recurring problems that came up in the interviews.
This is the journey the user goes through (sticky panel mode):
I chose to design Proclock in two display modes: Dashboard as for any management system, which will allow me to expand in the future the operations that the system can provide. The second mode is a Sticky Panel, which is a display mode for immediate and common operations.
I wondered a lot about whether to keep the UI design of Priority and in the end I chose to keep it. The reason I debated the design was that I wanted a unique look for Proclock, but I knew that I would want to peak the interest of Priority itself to use this product. I decided to keep the theme of the system and play with different designs within the theme.
I tried to give Proclock a unique look, so that it can be easily found even on a screen loaded with windows. I chose to design in dark mode, with a bright contrasting color. I wanted to produce an innovative, technological and simple-looking design.
I was looking for inspiration from existing software, and was blown away by the magical device that Logitech created for their re-mouse feature management software.
Proclock is based on the Priority software that the organization Temlo works with. A very popular system, but still does not take into account the number of needs of the end user, that harm the user experience. I chose to take this as a source of inspiration, and design a system that could centralize the solutions to all of these problems in one place, that would fit seamlessly into the Priority.
Stopwatch
I wanted the solution to open and close the project clock to be as simple as operating a stopwatch. Clicking “play” will open the project clock I am working on, and at the same time close the project clock that preceded the new one. Automatically, the counted hours will be saved in an Excel file and transferred to the Priority system at the end of the month.
Time Progress Bar
In a simple UI solution, I designed a time progress bar for each project view that shows the time that was used and the time left over from the allotted time assigned to a project. Right next to it I added an “emergency” button, when an extension is needed, click on it and the project manager receives a push notification as a request for an extension.
Emails Filter
Extremely simple, the user can now filter all the emails in his inbox and get only those relevant to the project he is working on. In the same way that an email filter works in regular email boxes. The user is able view emails that are only from a specific customer that are relevant to the project they are currently working on.
The feedback from the organization’s employees and from potential users was excellent. For me, this project was an opportunity to express myself- the opportunity to channel the difficulties I experienced on a daily basis and turn them into solutions. I approached the company about development, but it was postponed for financial reasons. Today, I’m in the process of reconnecting with Priority to interest them in adopting Proclock.
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