CALENZA
CALENZA
Designing Harmony in Professional Chaos
Designing Harmony in Professional Chaos
Designing Harmony in Professional Chaos
MY ROLE
MY ROLE
User Researcher
User Researcher
UI/UX Designer
UI/UX Designer
YEAR
YEAR
2023
2023
TOOLS USED
TOOLS USED
INTRODUCTION
INTRODUCTION
INTRODUCTION
Turning Minutes into Masterpieces
Professionals worldwide face an unrelenting challenge: transforming scattered schedules into meaningful, collaborative moments. The common battlefield? Endless email threads, clashing time zones, and the perpetual struggle of aligning calendars. With these pain points in mind, I embarked on designing a Meeting Scheduling Feature for a calendar application—a tool that doesn’t just schedule meetings but creates seamless connections.
The goal? A solution that simplifies participant selection, ensures availability alignment, and streamlines invitations.
This is the story of how I brought that vision to life.
Turning Minutes into Masterpieces
Professionals worldwide face an unrelenting challenge: transforming scattered schedules into meaningful, collaborative moments. The common battlefield? Endless email threads, clashing time zones, and the perpetual struggle of aligning calendars. With these pain points in mind, I embarked on designing a Meeting Scheduling Feature for a calendar application—a tool that doesn’t just schedule meetings but creates seamless connections.
The goal? A solution that simplifies participant selection, ensures availability alignment, and streamlines invitations.
This is the story of how I brought that vision to life.
RESEARCH & DISCOVERY
RESEARCH & DISCOVERY
RESEARCH & DISCOVERY
Understanding the Battlefield
Through user interviews and surveys, I unearthed three key insights:
Understanding the Battlefield
Through user interviews and surveys, I unearthed three key insights:
Time is Scarce: Users need scheduling tools that cut through the noise quickly and efficiently.
Coordination is Painful: Aligning internal and external stakeholders often feels like solving a puzzle without the pieces.
Flexibility is Key: Professionals value the ability to propose options rather than rigid scheduling methods.
Time is Scarce: Users need scheduling tools that cut through the noise quickly and efficiently.
Coordination is Painful: Aligning internal and external stakeholders often feels like solving a puzzle without the pieces.
Flexibility is Key: Professionals value the ability to propose options rather than rigid scheduling methods.
Armed with this understanding, I designed a user flow to simplify every step.
Armed with this understanding, I designed a user flow to simplify every step.
USER FLOW
USER FLOW
USER FLOW
From Chaos to Clarity
From Chaos to Clarity
SOLUTION IN ACTION
SOLUTION IN ACTION
SOLUTION IN ACTION
A Day in the Life of Alex
Meet Alex…
A Day in the Life of Alex
Meet Alex…
Screens that Speak the Language of Efficiency
Screens that Speak the Language of Efficiency
Alex is tasked with organizing a stakeholder's meeting for an upcoming project brainstorming, involving internal team members, external design consultants, and key stakeholders. With a tight deadline and conflicting schedules, Alex needs a tool that simplifies the scheduling process and minimizes unnecessary back-and-forth.
Alex is tasked with organizing a stakeholder's meeting for an upcoming project brainstorming, involving internal team members, external design consultants, and key stakeholders. With a tight deadline and conflicting schedules, Alex needs a tool that simplifies the scheduling process and minimizes unnecessary back-and-forth.
Step 1: Participant Selection
Rationale: For Alex, the most time-consuming part of organizing a meeting has always been identifying and adding the right participants. The risk of leaving someone crucial out or mistakenly adding someone irrelevant can affect progress.
Execution:
Alex opens the participant selection screen. The search bar allows him to find colleagues by name, email, or team. She quickly adds members of his product team.
She reviews the list of participants, spotting and removing a stakeholder who’s no longer relevant to the meeting.
Why It Matters:
This process ensures accuracy while saving Alex valuable time. The search takes away manual work, giving her confidence that everyone who matters is included.
Step 1: Participant Selection
Rationale: For Alex, the most time-consuming part of organizing a meeting has always been identifying and adding the right participants. The risk of leaving someone crucial out or mistakenly adding someone irrelevant can affect progress.
Execution:
Alex opens the participant selection screen. The search bar allows him to find colleagues by name, email, or team. She quickly adds members of his product team.
She reviews the list of participants, spotting and removing a stakeholder who’s no longer relevant to the meeting.
Why It Matters:
This process ensures accuracy while saving Alex valuable time. The search takes away manual work, giving her confidence that everyone who matters is included.
Step 2: Meeting Time Proposal
Rationale: Coordinating calendars across multiple stakeholders is often chaotic, with endless back-and-forth emails. Alex needs a way to quickly identify times that work for everyone without spending hours juggling schedules.
Execution:
On the time proposal screen, Alex is instantly presented with a list of available time slots generated by analyzing participants' schedules. This eliminates guesswork and ensures practicality.
The default time zone is set to Coordinated Universal Time (UTC), ensuring consistency and clarity, especially for international stakeholders.
She selects two optimal time slots, sets the meeting duration to 1 hour, adds a virtual meeting link, and names the session "Stakeholder's Meeting."
Why It Matters:
By automating time slot suggestions and standardizing on UTC, the process becomes swift, consistent, and inclusive, saving Alex time and increasing participant engagement.
Step 2: Meeting Time Proposal
Rationale: Coordinating calendars across multiple stakeholders is often chaotic, with endless back-and-forth emails. Alex needs a way to quickly identify times that work for everyone without spending hours juggling schedules.
Execution:
On the time proposal screen, Alex is instantly presented with a list of available time slots generated by analyzing participants' schedules. This eliminates guesswork and ensures practicality.
The default time zone is set to Coordinated Universal Time (UTC), ensuring consistency and clarity, especially for international stakeholders.
She selects two optimal time slots, sets the meeting duration to 1 hour, adds a virtual meeting link, and names the session "Stakeholder's Meeting."
Why It Matters:
By automating time slot suggestions and standardizing on UTC, the process becomes swift, consistent, and inclusive, saving Alex time and increasing participant engagement.
Step 3: Invitation Summary
Rationale: Before sending the invitation, Alex needs a moment to review all the details. This step ensures clarity and minimizes errors, such as incorrect meeting links or missing participants, that could compromise the meeting’s success.
Execution:
Alex accesses the invitation summary screen, which presents the meeting details in a clean format:
Participants: A visual list of all invitees.
Proposed Times: The three selected options, labeled clearly for attendees.
Location and Duration: A summary of the meeting’s specifics.
To personalize the invitation, Alex includes a brief description.
Confident in the details, Alex clicks “Send.”
Why It Matters:
The invitation summary serves as a final checkpoint, reducing the risk of miscommunication or oversight.
Step 3: Invitation Summary
Rationale: Before sending the invitation, Alex needs a moment to review all the details. This step ensures clarity and minimizes errors, such as incorrect meeting links or missing participants, that could compromise the meeting’s success.
Execution:
Alex accesses the invitation summary screen, which presents the meeting details in a clean format:
Participants: A visual list of all invitees.
Proposed Times: The three selected options, labeled clearly for attendees.
Location and Duration: A summary of the meeting’s specifics.
To personalize the invitation, Alex includes a brief description.
Confident in the details, Alex clicks “Send.”
Why It Matters:
The invitation summary serves as a final checkpoint, reducing the risk of miscommunication or oversight.
CHALLENGES AND HOW I TACKLED THEM
CHALLENGES AND HOW I TACKLED THEM
CHALLENGES AND HOW I TACKLED THEM
Simplifying Complex Processes Without Losing Functionality
The risk of overwhelming users with too many features was high. To reduce this, I focused on a minimalistic, context-driven interface that prioritizes clarity. Each screen is designed to show only what’s relevant at that moment, guiding users effortlessly through participant selection, time proposals, and invitation reviews.
Simplifying Complex Processes Without Losing Functionality
The risk of overwhelming users with too many features was high. To reduce this, I focused on a minimalistic, context-driven interface that prioritizes clarity. Each screen is designed to show only what’s relevant at that moment, guiding users effortlessly through participant selection, time proposals, and invitation reviews.
Simplifying Complex Processes Without Losing Functionality
The risk of overwhelming users with too many features was high. To reduce this, I focused on a minimalistic, context-driven interface that prioritizes clarity. Each screen is designed to show only what’s relevant at that moment, guiding users effortlessly through participant selection, time proposals, and invitation reviews.
Ensuring Global Accessibility
Handling international teams with varying time zones required a thoughtful approach. By defaulting to Coordinated Universal Time (UTC), users can confidently navigate scheduling for global audiences while ensuring clarity and inclusiveness.
Ensuring Global Accessibility
Handling international teams with varying time zones required a thoughtful approach. By defaulting to Coordinated Universal Time (UTC), users can confidently navigate scheduling for global audiences while ensuring clarity and inclusiveness.
REFLECTIONS
REFLECTIONS
REFLECTIONS
This project strengthens the value of user-centered design in transforming daily tasks into meaningful, efficient processes. By deeply understanding user pain points and iterating based on feedback, I was able to deliver a solution that feels intuitive and impactful.
Looking ahead, the next steps involve incorporating advanced features to elevate the experience further:
Enhanced Collaboration Tools: Integrating shared agendas and follow-up reminders directly within the meeting interface.
Deeper Calendar Ecosystem Integrations: Expanding compatibility with third-party tools to create a seamless workflow.
This project strengthens the value of user-centered design in transforming daily tasks into meaningful, efficient processes. By deeply understanding user pain points and iterating based on feedback, I was able to deliver a solution that feels intuitive and impactful.
Looking ahead, the next steps involve incorporating advanced features to elevate the experience further:
Enhanced Collaboration Tools: Integrating shared agendas and follow-up reminders directly within the meeting interface.
Deeper Calendar Ecosystem Integrations: Expanding compatibility with third-party tools to create a seamless workflow.
I design intuitive, user-focused digital products that bring ideas to life and drive impactful results for brands.
EXPLORE
© 2024 All Rights Reserved by Mariam Asiwaju-Bello
I design intuitive, user-focused digital products that bring ideas to life and drive impactful results for brands.
EXPLORE
© 2024 All Rights Reserved by Mariam Asiwaju-Bello
I design intuitive, user-focused digital products that bring ideas to life and drive impactful results for brands.
EXPLORE
© 2024 All Rights Reserved by Mariam Asiwaju-Bello
I design intuitive, user-focused digital products that bring ideas to life and drive impactful results for brands.
EXPLORE
© 2024 All Rights Reserved by Mariam Asiwaju-Bello