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UX UI Designer & Researcher

WORK FROM HOME -  BUDDY

Overview

Due to the sudden increase in Work-from-home (WFH), businesses and their employees have had to quickly change work-related procedures and practices with a significant emphasis on technology. This paper investigates a technological solution for employees working from home to reduce video conferencing fatigue, improve togetherness, and enhance well-being.

My Role

UX & UI Designer

Tools

Figma

UX Tweak

Optimal Workshop

Google Forms

Miro

Google Scholar

Microsoft Teams

Team

I was solely responsible for the end to end UX research and design phase. I planned, strategized and implemented the solution within given time period

Timeline

Duration - 10 Weeks​

Discovery & Research :

- 6 Weeks

Design & Testing :

- 4 Weeks

Empathize

In Depth Interviews Results

The data collected from the study was categorized in the form of user needs, their pain points, current strategies to deal with the problem, and technological problems related to VC software. The data was recorded, and notes were taken at the interview process.

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Meet Mike

A consolidated persona has been established to demonstrate users' suffering while working remotely. The exhaustion faced by video conferencing software impacts mental health, productivity, and performance.

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User Journey Map

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Employee Journey on a typica day of Work From Home

Define

WHO

Analyzed both secondary and primary Research

Define the most common points

Define problem statement using 4W method

Problem Statement

WHAT

Tom, a 35-year-old project manager wants to have to reduce the effect of video conferencing while working at home as he feels fatigued, stressed, and disconnected

WHERE

WHY

Ideate

Determine the approximate direction of the solution.

Create the maximum number of possible solutions.

Identify the most approprate solution that can be implemented and tested in later stages of the design process

How Might We - HMW

Various "how might we" (HMW) statements were developed for a web application based on multiple user requirement statements derived from secondary and primary research to evaluate various approaches to meet user needs.

Josh, a Senior Manager, recently joined a team and desired to connect with the team as he had never met his team officially. He wants to bond with the team and know them better for a better workplace environment.

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User Need Statement

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HMW

  • Enable teammates to create social connections?

  • Book/ join team calls showing activities going to happen?

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User Need Statement

Mathew, who plays football, would like to know if anyone nearby plays football or if there is a football club to join the club and play with them.

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HMW

  • Book/ join team calls showing activities going to happen?

  • Join Various clubs as per hobbies/choice to connect with like-minded people?

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User Need Statement

Max, a back-end developer, feeling tired and distracted after writing a hundred lines of code, wants to have a small break to feel refreshed and regain his focus.

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HMW

  • Encourage mindfulness during working hours.

  • Meditation info and suggest moving or changing position?

  • Show exercise information?

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User Need Statement

Miles, a Scrum Master, spends between 5 and 6 hours per day on calls; he wants to have a break from continuous calls and perform some activities/exercises according to his mood.

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HMW

  • Enable users to check on themselves.

  • Show exercise information?

Sketching Solutions

The Crazy 8 method in the ideation phase to get ideas flowing for the design problems I encountered through our How Might We statements which this project needs to solve. 

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Idea Evaluation Matrix

I ranked potential features based on two main things: how much they would help users(Impact) and how hard they would be to put into action (Efforts). Different users have different needs, so some features might be more important to them than others. Also, the more complicated a feature is to create, the more time, energy, and resources it will take.

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Prototype

Lo-Fi Wireframes.

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Hi Fi Designs

Organizational Norms / Guidelines Page

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Connect with Peers Page

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Health and Tips Page

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Solution 

To improve the entire experience and welfare of employees working remotely, I proposed a solution of an integrated web application by using features from the Microsoft Team's developer toolkit, such as Personal Apps, Tabs, etc. It is hosted on any cloud platform like Azure or AWS and should be integrated with M.S. teams using the Personal Apps and Tabs feature provided by the video conferencing software. This will enable staff members to connect with peers, measure their moods, and receive recommendations based on those findings, all of which help to reduce weariness.

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Technical Implementation for distinct screens :

 

  • Organizational Norms / Guidelines - The Microsoft Teams design and development toolkit will be used to build this webpage. The guidelines and norms will then be retrieved from the organization's database using their APIs.

  • Connect with peers – The content of this webpage will also be built using the M.S. Teams design and development toolkit, which will use the organization's and user's data from M.S. Teams to display relevant data to the logged-in user. To book a time slot in the calendar for the host/joined event, it will also use the M.S. Outlook API.

  • Health & Tips – According to the tracked mood, it can be a separately running/hosted webpage, which can be embedded as external content into M.S. Teams Tabs.

How to integrate with Microsoft Teams ?

Microsoft Teams has provided a feature to add your ideas to applications. These applications can be of vivid types as apps provided by M.S. Teams, by external services such as tabs, bots, message extensions, or their combination, thus expanding the value of M.S. Teams. The videoconferencing software provides a personal app that enables one-on-one communication and a shared feature that can be used as a collaborative platform. M.S. Teams has provided a Teams developer platform to build apps to fit user requirements. A new or existing application can be created and merged by the user.

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From the build environment options, you can choose from the road map to build and deploy a Teams app.

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Steps to crate a web application

A web application developed using any web technologies like React, Angular, JavaScript, HTML, and CSS. 

Usability Testing 

The study set out to determine how practical, effective, and sound the online application was for the employees to use to lessen Zoom fatigue and improve well-being when working from home, as well as how effectively the design was functioning.

Test Execution

The test was conducted by recruiting participants through social media like LinkedIn, Facebook, Instagram, etc. A sample size of 5 participants was recruited to test the website's functionality.

#KPI's

Task Success Rate

Time On Task

Behavioral KPIs 

The task success rate was chosen to measure the number of tasks performed correctly

This KPI, is the time a user takes to complete a task successfully.

Attitudinal UX KPI 

System Usability Scale (SUS)

The application's usability was then calculated with a list of questionnaires given to participants to estimate its effectiveness. A user successfully achieves their objective, energy, and satisfaction –the user's satisfaction. The post-study questionnaire was taken reference from the Standford University Research Paper to calculate the Zoom Exhaustion Scale.

Test Evaluation

  • Over 90% of participants reported that it was simple to comprehend the core objective of the application, with 60% giving it a rating of 5 and the remaining 40% giving it a rating of 4.

  • About 60% of participants reported feeling emotionally and cognitively exhausted and dreading having to perform things after participating in video conferencing.

  • About 80% of participants said working from home makes them feel disconnected from their coworkers, and they seek a platform where they may participate in and host social activities and events to socialize with other colleagues

  • Over ninety percent of users indicated a positive overall experience with the application and gave a rating of 4.2 out of 5.

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Task number vs Success Rate

Task Number vs Average Time Taken

Number of participants vs Questions

Testing

Key Takeaways

  • Doing Remote Testing was helpful since the application is designed for WFH employees hence employees were able to connect and provide real feedback.

  • Microsoft Teams provides one of the easiest ways to integrate your existing web apps with Teams through “tabs".

Whats Next ?

  • A video tutorial to guide the application keeping in mind the hekp and documentation Law from Heuiristics

  • A feature to remind the time to book for yourself

  • Provision to book productive hours for employees.

  • To Add Voice assistance in the application to add an accessibilty feature.

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