1.
Instant and quick: a quick phone call from colleagues.
coAmplifi Task
Logging Redesign
Team:
Project lead and designer, with 3 Web Engineers
My responsibility:
Project management, User research,
UX/UI design, User testing
Year:
3 months
Tool:
Figma
KEY TAKEAWAYS
The 5 seconds task logging process discouraged employees from engaging with the time keeping, negatively impacting business value.
Implemented shortcuts features to optimize workflows, and enhance user satisfaction
Achieved the goal of reducing user-reported issues and increasing feature adoption rate to 90%.
Problem
Solution
Outcome
MISSION
coAmplifi is a comprehensive task management and hour-logging tool, designed to align seamlessly with the workflows of professionals in diverse fields, especially in healthcare.
Our mission is to cultivate a streamlined and productive environment that empowers both managers and teams.
Task logging lies at the heart of coAmplifi, providing a clear path to efficient task tracking and effortless time reporting.
Project Overview
THE FEATURE
How does task logging work?
The app has a list of task types (like coordinating schedules, or inventory) associated with the business. When an employee starts working on a job, they can select from the task type list and track the hours they worked.
COMPETITORS
Time tracking softwares
THE PROBLEM
Logging tasks has become another
difficult task
User problem
It’s a time-consuming procedures
Users have to do repetitive actions around 30 times
Constantly scanning and navigating among 50 items
Business challenges
Cost of Inefficiency is huge
Increase compliance issues
Lead to inaccurate work-hour data
Low feature adoption rate 50%
I have to spend roughly 15 mins every day logging my tasks...
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THE SOLUTION
Develop a simplified task-logging flow with less clicks to accurately track time
Solving user needs
Task Completion Time for logging reduced 80%
With less cognitive load to compliance with company policies
Prioritize UI elements aligned with user journeys
Increase user satisfaction
Business impact
Boost operational efficiency
Less support tickets
Reduce corrections on timecards
Boost feature usage 40% more
Favorite Tasks Dock
Users can now easily access their most important tasks through a streamlined favorites row, allowing for quicker action.
Design Process
INITIAL INPUTS
Start with calendar UI
At the beginning of the project, I was asked to improve the UI for calendar page, where it shows the planned and logged tasks. There are too little space for some users who need to display dozens of tasks in a short of time range.
Discover
QUICK RESEARCH
Why there are so many tasks planned
Although the task was to improve the UI display for a lot of tasks, I was curious about why there were so many. I quickly asked around a few users and discovered the reason behind it.
I add all the tasks I plan to work on today to my to-do list so I don't have to search for them later.
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Logging 30 tasks for a single day is very common
Scrolling and scanning through a list of over 80 items to find a task type is exhausting.
I have an estimated number of tasks that I can complete
USER INTERVIEWS
Why users don’t want to add tasks on the go
Now I understand that the calendar UI is a byproduct of an tricky method for logging tasks. I discussed this with the product team and was granted permission to conduct a series of in-depth interviews with users across various roles and levels of engagement with the feature, and to present the findings to ensure alignment within the team
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PERSONA
Users need constantly log tasks
Based on the interview, we discovered that users with routine workdays and repetitive tasks are more likely to log a higher number of tasks. However, these users are not part of the stakeholder group. To help align the product team's understanding, I created a persona to represent this user segment.
USER FLOW
When does logging task happen
Mapping the flows different users would take to complete their tasks from start to finish allowed me to anticipate and address user needs at each interaction point within the product
2.
Short and temporary: an insurance information review without next steps
3.
As event progress: After coordination, document updates to EMR.
CURRENT PROBLEM
Too many clicks for a single task
Users must scroll through the task types list each time they create a task. This is manageable for those only adding one or two tasks. However, for high-frequency users like coordinators and inventory managers, who manage 20, 30, or even 50 tasks a day, it adds up to significant extra tapping.
DEFINE
How might we simplify the task logging experience so detail-oriented employees can log tasks quickly and less effort?
SUCCESS METRICS
Reduce clicks
Less correction in timecard
Satisfaction
EXPLORATION
Streamlining Repetitive Tasks
1.
Search by task name: Add search field and auto-complete to quickly find the task type.
2.
Multi-selection & drag and drop: Enable user interact with task list with more flexible actions.
3.
Favorite task docket: Add a new section for quick access to most common tasks
Our goal was to simplify the process of handling repetitive tasks, making it faster and more efficient for users to access the information they need. We explored three potential options.
Designing
OPTION #1
Search by task name
Add a search field with auto-complete to help users quickly locate task types, improving navigation and minimizing time spent browsing through task options.
Pros:
Reduces the effort required to repeatedly enter tasks.
Especially useful for clinicians who use task codes.
Cons:
Users must remember task names, which could result in a long list of search results.
OPTION #2
Multi-selection & drag and drop
Allow users to select multiple tasks at once and arrange them via drag-and-drop, streamlining task organization and enabling faster prioritization.
Pros:
Allows users to start tasks instantly with a single click
Reduces the number of clicks needed to plan the workday.
Cons:
The drag and drop may not be intuitive for all users
Users still need to locate and individually select each task.
When multiple tasks are scheduled simultaneously, it can be difficult to differentiate them in the calendar view.
OPTION #3
Favorite task docket
Allow users to select multiple tasks at once and arrange them via drag-and-drop, streamlining task organization and enabling faster prioritization.
Pros:
Users can start tasks quickly without scrolling through the entire task .
Highly efficient, requiring only one click to start a task.
Cons:
Limited to displaying a small number of tasks.
CONCERNS
Would it reduces accuracy of the task type?
100+ tasks -> 10+ fave tasks?
Would this shorter list can’t cover all types the employees need, and discourage them from being accurate.
From the user interview, the assumption is that employee would repeatedly use similar task types for everyday work.
QUALITATIVE RESEARCH
How many unique task types a user needs
We analyze user data to determine how many unique task types an employee needs to complete in a single day. Our findings reveal that, even for detail-oriented users with more tasks, the average number of unique task types remains comparable to that of other users. Therefore, this number can be easily accommodated by the "Favorite Task" row.
REFINEMENT
Favorite Tasks Dock Feature
The task logging process should be quick and setting up the Favorite Task List should be easy and smooth. User can easily edit and update them.
1.
Start Task from Favorite Dock
3.
Add Favorite Tasks
2.
Review and update Favorite List
1
Start Task from Favorite Dock
Users can now start a task in just 2 clicks.
2
Add Favorite Tasks
Adding tasks to the favorite list is now simple and intuitive.
3
Review and update Favorite List
Users can easily toggle between their favorite task list and the full task list to edit their selections.
RESULT
Users Love the Customization
After the feature launch, we received overwhelmingly positive feedback. 9 out 10 users like this feature. Users proudly shared screenshots of their personalized task dockets, showing off how they customized their workflow.
CALENDAR
No more jammed tasks
For users with large amount of task types, they can log work with minimal friction.
4/5
“
Logging tasks so much faster and fun! I can quickly pick my most-used templates, and the emojis help me easily identify them.
-- Suzana, IC
“
It reduced mistakes and made payroll processing smoother. It’s made my job easier and saved a lot of time fixing timecard errors.
-- Myra, Payroll
“
With fewer mistakes, we have more reliable data, and the review process is faster. It’s a huge productivity boost for both individuals and the team as a whole.
-- John, Manager
Key Learnings
While limited resources made quantitative research challenging, qualitative interviews still provided valuable insights. These interviews guided feature development and allowed us to address user needs effectively.
Consistent Improvement and Execution
Given the resource constraints, feature proposals needed to align with the engineering team’s roadmap. This meant breaking down features into multiple phases to ensure steady progress.
Conclusion
Next Steps
Users have said this feature is much easier to use and met the need for office worker, but for the field clinicians on the road, the feature requires too many steps. We are working on the mobile app with simple widget to smooth this process further.