Worksafe Manager
This project improves workplace safety by letting employees book office visits and management track health and attendance of employees.
Role
UX Designer
Timeline
September - October 2023
Tools Used
Figma, MS Office
Problem
A company with 1200+ employees initially had everyone work from home due to COVID-19. But now, as things are getting better, they're thinking about how to let employees return to the office, but not all of them.
But there are problems to solve:
- How can they verify employees returning to the office are healthy and virus-free?
- How can they efficiently manage employees who want to work from the office?
- What steps should they take to ensure social distancing in the office?
- What's the most effective way to implement COVID-19 safety measures?
Tackling the problem
Research
I conducted a lot of desk research and spoke to several managers of companies to understand how they manage and what problems they are facing in COVID. From this, I found some key insights.
Pain Points
Employees
- Employees might worry about their health and safety in the office.
- People who got used to working from home might find it hard to get used to regular office hours and managing their work and personal life.
- Some workers might not like changes in how they work, like new health rules or different schedules.
Management
- Handling how many people can be in the office, keeping it safe, and talking with everyone can be hard, especially if things change a lot.
- Making sure employees feel good about coming back to work and want to work well can be tough, especially if they worry about being safe.
- Making technology work for health checks, talking to each other, and working from different places can be really tricky.
Ideation
How Might We?
1. How might we verify that employees returning to the office are healthy and virus-free?
2. How might we efficiently manage employees who want to work from the office?
3. How might we ensure social distancing in the office?
4. How might we effectively implement COVID-19 safety measures?
Task flow
I designed task flows for both employees and management.
Solution
Introducing WorkSafe Manager, where employees book their office visits and the management team decides which employees need to be in the office based on their requirements.
I integrated this as a feature into their existing management CRM portal. It is cost-friendly and will be developed in no time.
For employees
- Upload certificates and schedule office visits easily on the homepage.
- Access office guidelines to understand how to conduct yourself safely at work.
- You need to provide vaccination and COVID test certificates to ensure health and safety measures are met for office visits.
- Choose visit dates and book slots conveniently, giving flexibility in planning office visits.
- View available slots and plan upcoming office visits like checking a calendar for open dates.
- Receive notifications for system updates, keeping you informed at all times.
For management
- Mangers can see who's coming to the office and approve visit requests, keeping everything organized.
- Management can adjust office guidelines as necessary, keeping rules up to date and flexible.
- A dedicated section lets managers track employees health status, allowing quick updates as needed.
- Managers can assign reporting times and office locations to employees, ensuring everyone knows where and when to be.
- They can easily check employees certificates to ensure everything is in order, making verification simple.
Proposed office map
In my proposed office layout, I've considered the diverse needs of our employees and the importance of their well-being.
Block A: Core team members will follow a rotating schedule, with half working Mon/Wed/Fri and the other half on Tue/Thu.
Block B: Employees can book office space as needed, offering flexibility for occasional in-office work.
Block C: Reserved for management, offering space for collaboration and decision-making.
Health Checkup: A center with temperature checkers and health monitoring tools.
Key takeaways
1. I've come to realize that thorough research plays a crucial role in the success of any project, helping us understand the problem and its context more deeply.
2. When designing a system, it's become apparent that various challenges may arise along the way. To ensure a smooth project execution, it's essential to address these issues promptly, as any mistakes can have real-life consequences.
3. During the ideation phase, I encountered moments of creative blockage. However, I've embraced the idea that perseverance is key. Even when faced with hurdles, I continued sketching and brainstorming potential solutions.
4. One valuable lesson I've learned is the significance of dedicating more time to refining the design screens and seeking feedback from friends and fellow designers. This iterative process results in screens that are not only visually pleasing but also easy for users to comprehend.
5. This project has provided a unique perspective on problem-solving. Unlike projects with clear financial objectives, the primary goal here is to address and resolve challenges in the most cost-effective manner, emphasizing the importance of efficiency and effective solutions over profit generation.