Team
2 passionate designers
Role
UX/UI Design / project management
Tools
Figma / Adobe Illustrator
Duration
2 months, Sep-Nov 2022
Reflections
One month after our project was done, Zoom surprisingly released the concept of ZOOMTOPIA with a set of new features including Calendar and Mail, which confirmed our design decisions from the high level.
Of course, a passionate project won’t be so perfect to cover all and the future of work will be keep evolving. Here are a few thoughts I have as next steps:
⚙️ Increase the synergies across devices to further extend the possibilities.
🧩 Enhance the multi-modality in collaboration scenarios for inclusiveness
🤖 Integrate AI functions into online office platform, such as automated meeting summary and translated captions.
/ THINk Further
What would be the future of work?
When the project finished within our preset timeline, we exchanged ideas on the our gains and the key factors contributing to a smooth collaboration.
🔭 Keep a clear scope
Since this is a passionate project, the biggest challenge was to identify the design scope as well as define final deliverables. Even though without the real business metrics, we set principles based on preliminary research and kept focusing on MVPs.
♿️ Be a better designer from accessible design
During the high fidelity prototype validation process, we occurred to test with a user with chromatic weakness, and then we revised all the designed screens. When the consideration of accessibility is maintained from the early stage of design, the accessibility specification problems caused by negligence can be avoided later on.
/ Take aways
What I have learnt
New annotation tool bar
Easily recognized and well categorized tool bar
manage annotation notes with pinned screenshots
Take screenshot to reserve temporarily on screen and automatically save in temp folders.
Screenshots in the folder can be pinned again, or managed easily such as multi-selected and saved/deleted.
Final Solutions
03
Improved Screen sharing Collaboration
Lucas Garcia
Senior Project manager
“I want to compare different stuff at the same time when sharing my screen...”
Virtualized the Set-up
3 ways to assign attendees:
drag and drop for simple choose;
multi select for groups;
shuffling for random assignment
Manage and Monitor
Multi - group Talking
Switch between breakout rooms during a session to improve flexibility.
Quickly know the status of each room and preview room details before joining.
Group Discussion
Introduce chat channels, including general, room and direct ones to provide a more seamless experience.
Live discussion on screen: no missing information
Switch between main screen & room screen
Final Solutions
02
Enhanced breakout rooms experience
Lucas Garcia
Senior Project manager
“I am going to host a workshop with colleagues from multiple service lines.”
Intuitive
scheduling system
A detailed panel to know team availability at a glance
Choose the best time by clicking the auto-suggested time blocks.
Efficient
information collection
Show all upcoming and historical meetings with improved hierarchy, and gather all the information as needed.
Seamless integration with calendar service from scheduling meetings, to access recordings, and notes and attachments.
synthesized
management platform
A synthesized solution from pre-meeting scheduling to historical meeting management
Reduce the wasted time between zoom and other tools.
Final Solutions
01
Integrated Meeting Management
Lucas Garcia
Senior Project manager
“Hello Monday, let’s do a weekly catch-up and quickly schedule for a few meetings.”
Overview
/ Background
🪫 Remote working has become the new norm.
As remote working has been shifting the work pattern since pandemic, Zoom emerged as a popular video meeting centric collaboration platform to enable remote work patterns.
⬆️ Time for managing systems and tools =
⬇️ Productive remote collaboration.
We are heavy Zoom users for its high quality video conferencing experience with collaboration tools. Starting from our own experience in remote work and digging into the facts, we identified great opportunities to drive collaboration to the next level.
01
Streamlined workflow from scheduling to accessing meetings and follow up
02
Smarter process in setting up group discussions and monitoring participants' activities
03
Improved experience to further compare, and preserve collaboration results when sharing screens.
Challenge
How to improve remote collaboration experience in zoom to boost productivity in daily work flow?
I worked with another designer for 2 months to drive this project from 0 to 1, and we developed a highly efficient collaborative mode. During which, my main areas of contribution include:
🗓️ Time management: monitor the process, and ensure the output quality.
📊 Exploring and synthesizing insight: from collecting resources to insight conclusion.
🔧 Design iterations: always think and explore further for final design.
🎨 Infographic design: synthesize research to easily understandable visualizations.
/ Role
What is my contribution?
👩💻 Reduce the time wasted in shifting between applications
⏱ Save more time for remote collaboration during virtual meetings
As a passion project, we were not able to collect adequate stats from user testings. While from the beginning of the design process, we agreed on these 2 key metrics to measure the success of our solutions.
/ Intended outcome
How to measure the success?
Analysis
Identify macro trend
Define target group
Identify user needs
Frame problem
Ideation
Brainstorm solutions
Define MVPs
Design
Iterate solutions
Validate with users
Reflection
Think further
Takeaways
/ process
How we got there
Flexibility?
Productivity?
/ Solution Brief
An enhanced Zoom platform with streamlined collaboration workflow and extended scenarios.
Design
/ testings & iterations
We developed low fidelity wireframes and performed testing with 5 users. With confirmed ideas/features from the high level, we developed hifi prototype and conducted usability testing with 15 users.
What are the key findings of testings?
Need to improve information hierarchy and readability
Need to increase the discoverability for some key features
Need to improve Accessibility
How do these results affect iterations?
Several user goals, usability, and interaction issues were further revealed from the testing. Based on feedback from usability testing, we conducted iterations, including user flow, wireframes, and visual presentation.
View Research Process
Analysis
/ Research
What are users suffering from current collaboration scenarios?
02
03
01
Reduced productivity due to 'toggle tax' between zoom and other tools
Hindered collaboration experience
in screen sharing
Difficulty in managing and monitoring multiple group discussions
/ Brainstorming
Based on the previous ideations and considerations for feasibility, we used prioritization matrix to narrow down the redesign MVP.
Reduced productivity due to 'toggle tax' between tools.
Difficulty in managing and monitoring group discussions.
Hindered collaboration experience in screen sharing.
1
Built-in calendar complete the scheduling workflows with meetings
6
Simplified room set-up process for better accessibility
10
More collaboration tools
2
Unified meeting organization system for accessing related materials
7
Virtualized group discussion monitor panel
8
Easily switching between main session and each groups
11
Intuitive way to preserve collaborative annotation result
3
More easily to manage team availability
9
Virtualized room space and background with built-in environments
12
Improve attendees' real-time reactions
4
In-meeting tools for team collaboration
13
Enable sharing multiple screens simultaneously
5
Appointment booking feature for invitees to select from available times
14
Availability to annotation edit history
10
14
Efforts
Impacts
Big Bets
Low-hanging Fruits
Worth Considering
Trade offs
1
2
5
3
4
9
7
8
6
13
11
12
/ Prioritization Metrics
Based on the previous ideations and considerations for feasibility, we used prioritization matrix to narrow down the redesign MVP.
whether align with targeted business goals
both business values and user values are under consideration
balance developer hours, costs of external services
how the added/ redesigned feature impact with other parts of Zoom (may cause additional efforts)
Prioritize Criteria
HMW
How might we help users decrease the cognitive load of managing systems and adjust to tools?
Introducing Integrated Meeting Management
Improving Screen Sharing Collaboration
Enhancing Breakout Rooms Experience
/ Results
After all the research and ideations, we thought there were 3 main opportunities accordingly.
01
02
03
base on version 5.12.0 (11129)
09/22 2022
Redesign
The redesign of Zoom desktop App looks for improving the team collaboration experience within the context of remote working.
View Research Process