HRMS Case Study
Project Overview
Client: Independent
Industry: Various
Project Duration: Feb 2022 - Ongoing
Services Provided: UX/UI Design, Research, Strategy.
Introduction
Human Resource Management System (HRMS) is designed to streamline HR processes, improve employee engagement, and enhance operational efficiency. Our goal was to create an intuitive and comprehensive platform that meets the needs of modern HR departments.
Project Overview
The Human Resource Management System (HRMS) was developed to address the inefficiencies in HR operations for small and medium-sized enterprises (SMEs). The goal was to create a platform that not only streamlines HR processes like onboarding and performance management but also enhances employee engagement and operational efficiency. This project was initiated independently with the aim of offering a comprehensive solution that meets the evolving needs of modern HR departments.
Your Role
As the UX Designer, Researcher, and Business Development Strategist, I was responsible for the end-to-end design and development of the HRMS. My key responsibilities included conducting market research, defining the software’s structure, leading the design and development team, and pitching the project to investors.
Team and Collaboration
I led a cross-functional team of three members in an agile environment, ensuring that milestones were met within budget and on time. Collaboration was facilitated through regular meetings and brainstorming sessions using Zoom for virtual communication and Figma Jam for real-time design collaboration and ideation.
Production Tools Used
Notion: Managed project documentation, task tracking, and progress updates.
Figma: Designed the user interface and prototyped key features.
Figma Jam: Collaborated with the team in brainstorming sessions and user flow mapping.
ClickUp: Coordinated tasks, sprints, and timelines to maintain agile workflows.
Zoom: Conducted remote team meetings, user interviews, and investor pitches.
Research Tools
Otter.ai: For transcribing interviews
Dovetail: for organizing, analyzing, and sharing qualitative research data.
Google Forms: For surveys.
Airtable: for creating detailed comparison tables with various criteria, tracking features, and insights
Google Sheets: Helps us organize survey data.
UXtweak: Offers competitive
Miro/Figma Jam: Ideation and planning
Figma: Wireframes and prototypes
Problem Statement
Small to medium-sized enterprises (SMEs) frequently face challenges in managing employee data, tracking performance, and ensuring compliance with ever-evolving regulations. These tasks are often handled through disjointed systems or manual processes, leading to inefficiencies, errors, and increased administrative burden. Our solution was designed to streamline these critical HR functions, offering an integrated, user-friendly platform that empowers HR professionals to manage their responsibilities more effectively while providing employees with a seamless experience.
Challenge
The project faced significant challenges due to the limited onshore team size and the need to collaborate across different time zones. With only three onshore team members, effective communication and collaboration were difficult to maintain. Additionally, the offshore team was more accustomed to working with detailed requirements and complex processes rather than engaging in UX-focused methodologies. This created a barrier to adopting design sprints and a user-centered design approach, requiring a concerted effort to educate and align the team on the UX process.
Goals
The primary goal was to successfully implement a user-centered design approach by educating the offshore team on the value and methodology of UX design sprints. From a business perspective, the objective was to bridge the gap between onshore and offshore teams, ensuring that despite the geographical and cultural differences, the project would meet its milestones and deliver a product that aligns with user needs and business goals.
Constraints
Team Size: Only three onshore team members were available, limiting direct oversight and hands-on collaboration with the offshore team.
Time Zones: The team operated across multiple time zones, complicating synchronous communication and extending project timelines.
Experience Gap: The offshore team was unfamiliar with the UX process, requiring extensive education and facilitation to ensure they could effectively participate in design sprints.
Cultural Resistance: There was initial resistance to the UX methodologies, as the offshore team was more comfortable with traditional requirement-driven processes.
Research & Insights
We conducted extensive research, including:
User Interviews: 15 HR professionals
Surveys: 50+ employees from different sectors
Competitive Analysis: Analysis of 5 leading HRMS platforms
Key insights:
Need for Integration: Seamless integration with existing payroll and attendance systems.
User Experience: Easy-to-navigate interface for non-tech-savvy users.
Compliance: Tools to ensure compliance with labor laws and regulations.
Why
Importance of the Product:
The HRMS is designed to fill a critical gap in the market for small and medium-sized enterprises (SMEs) that need efficient, user-friendly HR tools. The importance lies in its ability to streamline HR operations, reducing the administrative burden on HR teams and allowing them to focus on more strategic tasks like employee engagement and development.
Problem Being Solved:
SMEs often struggle with cumbersome, outdated HR processes that are not well-integrated and are time-consuming to manage. The HRMS addresses these pain points by providing a comprehensive solution that automates key HR functions such as onboarding, performance management, and payroll, making these processes faster and more accurate.
Impact on the World:
By improving HR efficiency, the HRMS contributes to creating better workplaces, where HR professionals can focus more on employee well-being and organizational culture. This, in turn, can lead to higher employee satisfaction and productivity, which positively impacts the broader economy by fostering healthier, more engaged workforces.
Customer Benefits:
For customers, the HRMS simplifies complex HR tasks, saving time and reducing the likelihood of errors. It also provides a more engaging and intuitive user experience, which can lead to higher adoption rates and less resistance to new technology within organizations. Ultimately, it empowers HR teams to be more effective and strategic in their roles.
Business Opportunity:
The HRMS opens up significant business opportunities by targeting a niche market of SMEs that are underserved by existing HR software solutions. By offering a solution tailored to their specific needs, the HRMS can capture a substantial market share, leading to increased revenue and establishing a strong foothold in the HR technology sector. Additionally, by integrating advanced features like predictive analytics, the HRMS can differentiate itself from competitors and attract investment, further fueling growth and innovation.
WHO
1. HR Professionals
Motivation: To streamline HR processes, reduce administrative workload, and ensure compliance with regulations.
Needs:
Efficiency: Tools that automate repetitive tasks like payroll, onboarding, and performance tracking.
Compliance: Features that help them stay compliant with labor laws and regulations.
User-Friendliness: An intuitive interface that requires minimal training.
Demographics:
Age: Typically 25-55 years old.
Gender: Mixed, but often a higher percentage of women in HR roles.
Location: Global, but with variations in compliance needs based on region.
Occupation: HR Managers, HR Specialists, Payroll Administrators.
2. Small to Medium-Sized Business Owners/Managers
Motivation: To ensure their HR operations are efficient and compliant, without needing to hire a large HR team.
Needs:
Cost-Effectiveness: A solution that offers value without requiring a large budget.
Scalability: A system that can grow with their business.
Visibility: Dashboards and reports that provide insight into workforce performance and HR metrics.
Demographics:
Age: 30-60 years old.
Gender: Mixed.
Location: Often urban or suburban, but applicable across various regions.
Occupation: Business Owners, CEOs, Operations Managers.
3. Employees
Motivation: To easily access HR-related information, such as pay stubs, benefits, and performance reviews.
Needs:
Accessibility: Mobile-friendly features for accessing HR information on-the-go.
Transparency: Clear visibility into their own performance data and company policies.
Ease of Use: A simple, intuitive interface for tasks like submitting leave requests or updating personal information.
Demographics:
Age: 18-65 years old, depending on the workforce.
Gender: Mixed.
Location: Varies widely, depending on the company's geographic footprint.
Occupation: Varies widely, from entry-level employees to senior staff.
4. IT/Tech Support Teams
Motivation: To ensure the HRMS integrates smoothly with existing systems and operates securely.
Needs:
Integration: Compatibility with existing software and IT infrastructure.
Security: Robust security features to protect sensitive employee data.
Support: Access to technical support and documentation for troubleshooting.
Demographics:
Age: 25-50 years old.
Gender: Predominantly male, though increasingly mixed.
Location: Typically within the company’s headquarters or IT department.
Occupation: IT Managers, System Administrators, Tech Support.
5. Legal/Compliance Officers
Motivation: To ensure that all HR practices adhere to local, state, and federal regulations.
Needs:
Compliance Tools: Features that help monitor and enforce compliance with labor laws.
Audit Trails: Easy access to records and documentation for audits and reporting.
Updates: Regular updates on regulatory changes.
Demographics:
Age: 30-55 years old.
Gender: Mixed.
Location: Often based at company headquarters or regional offices.
Occupation: Compliance Officers, Legal Counsel, HR Compliance Managers.
When and Where?
Understanding the customer's needs.
Physical Location and Context
HR Professionals and Managers:
Where: Primarily working from an office setting, though increasingly in remote or hybrid environments.
When: They need the HRMS during regular business hours, especially at critical points such as employee onboarding, performance reviews, and payroll processing periods.
Trigger Event: A sudden need for compliance with new regulations, a growth phase requiring rapid onboarding, or issues with existing manual or fragmented HR processes.
Emotions: Stress and urgency, particularly during peak HR periods or when facing compliance deadlines.
Employees:
Where: Accessing the system from both work and home, often using mobile devices.
When: They interact with the HRMS primarily during specific events such as checking pay stubs, submitting leave requests, or during performance reviews.
Trigger Event: Need to access personal HR information, respond to HR requests, or update personal details.
Emotions: Desire for ease of access and transparency, with potential frustration if the system is difficult to use.
Business Owners/Managers:
Where: Typically in an office or while traveling, using laptops or mobile devices.
When: They need the system during strategic planning periods or when reviewing overall company performance and HR efficiency.
Trigger Event: Strategic reviews, cost-cutting initiatives, or during the scaling of business operations.
Emotions: Focused on efficiency and cost-effectiveness, with potential concern over investment and return on HRMS adoption.
IT/Tech Support Teams:
Where: In the office or working remotely, often within IT infrastructure environments.
When: Engaged during system integration phases, security checks, or troubleshooting events.
Trigger Event: Implementation of the HRMS, integration with other systems, or when resolving technical issues.
Emotions: Analytical and problem-solving focus, with concern over security and system compatibility.
Motivations and Needs
| User Group | Motivation | Needs | Solution with HRMS |
|---|---|---|---|
| HR Professionals | Efficiently manage HR tasks, ensure compliance, improve employee satisfaction |
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| Employees | Easily access HR information, transparency, independence |
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| Business Owners/Managers | Cost-effective, compliant, and scalable HR operations |
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| IT/Tech Support Teams | Smooth integration, maintain security standards |
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| Legal/Compliance Officers | Ensure HR practices adhere to regulations |
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WHAT
Analysis of what we are building and justification of why it solves the problem.
1. Automated Onboarding and Training Modules
What: Develop an onboarding feature that automates the entire process, including document submission, training schedules, and progress tracking.
Why: This addresses HR professionals' need for efficiency and reduces the manual workload. It also helps employees quickly adapt to their new roles without overwhelming HR teams.
2. Integrated Compliance Management Tool
What: A built-in compliance management system that automatically updates with the latest labor laws and regulations, generates reports, and alerts HR managers about upcoming compliance deadlines.
Why: This ensures that both HR professionals and legal/compliance officers can easily stay compliant, reducing the risk of penalties and legal issues.
3. Scalable Pricing Models with a Free Trial
What: Offer tiered pricing that scales with the size of the company and the number of features used, along with a no-commitment free trial.
Why: This allows SMEs to test the product without financial risk and ensures they only pay for what they need, addressing the cost sensitivity highlighted in user research.
4. User-Friendly Mobile App for Employees
What: Develop a mobile app that allows employees to access HR services such as leave requests, pay stubs, and performance reviews anytime, anywhere.
Why: This enhances convenience and transparency for employees, leading to higher satisfaction and engagement.
5. Self-Service HR Portal
What: A self-service portal where employees can manage their profiles, submit requests, and access company policies without needing to go through HR.
Why: This reduces the burden on HR professionals and empowers employees to manage their own HR needs, promoting independence and efficiency.
6. Real-Time Analytics and Dashboards
What: Implement real-time dashboards that provide HR professionals and business owners with insights into employee performance, engagement levels, and other key metrics.
Why: This supports data-driven decision-making, helping companies optimize their HR strategies and improve overall business performance.
7. Easy Integration with Existing Systems
What: Build the HRMS to integrate seamlessly with other commonly used enterprise systems like payroll, accounting, and CRM platforms.
Why: IT teams need a solution that fits into the existing tech stack without causing disruptions, making it easier to adopt and maintain.
8. In-app guides and Tooltips for Onboarding
What: Provide in-app guides, tooltips, and tutorials that walk users through new features or tasks as they use the system.
Why: This reduces the need for extensive training and helps users, especially those unfamiliar with HR tech, to quickly become proficient.
9. Customizable HR Workflows
What: Allow HR professionals to create and customize workflows that match their company’s specific processes, such as approvals, notifications, and task assignments.
Why: This flexibility ensures that the HRMS can adapt to the unique needs of different organizations, increasing its usefulness and adoption rate.
10. Collaboration and Communication Tools
What: Integrate tools like chat, video conferencing, and document sharing within the HRMS to facilitate communication between HR teams, employees, and management.
Why: This addresses the need for better collaboration, especially in remote or hybrid work environments, and helps keep all HR-related communications organized in one place.
11. Employee Wellness and Engagement Features
What: Add features focused on employee well-being, such as surveys, wellness programs, and recognition tools.
Why: Enhancing employee engagement and well-being is crucial for retention and overall productivity, making the HRMS more valuable to both HR teams and employees.
12. Automated Performance Management System
What: Develop a performance management system that automates goal setting, feedback collection, and performance reviews.
Why: This ensures continuous and structured performance tracking, helping HR teams and managers support employee development more effectively.
13. Robust Security and Data Privacy Features
What: Implement advanced security features such as data encryption, multi-factor authentication, and compliance with data privacy regulations like GDPR.
Why: IT and compliance officers need assurance that employee data is protected, making security a critical aspect of the HRMS.
14. 24/7 Customer Support and Chatbots
What: Provide around-the-clock customer support through live chat, chatbots, and a comprehensive help center.
Why: This ensures that users can get help whenever they need it, reducing frustration and improving the overall user experience.
Impact/Effort Matrix
To prioritize the ideas and place them on an Impact/Effort matrix, we first needed to evaluate each idea based on two criteria:
Impact: The potential positive effect the idea will have on fulfilling customer needs, improving user experience, and achieving business goals.
Effort: The resources, time, and complexity involved in implementing the idea.
Breakdown:
High Impact, Low Effort (Quick Wins): Should be prioritized first as they provide significant value with minimal resources.
High Impact, High Effort (Major Projects): Important to tackle, but may require careful planning and allocation of resources.
Low Impact, Low Effort (Low-Hanging Fruit): Can be done if resources allow, but not critical.
Low Impact, High Effort (Avoid/Deprioritize): Should generally be avoided as they require significant effort for minimal return.
Impact/Effort Matrix
| Idea | Impact | Effort | Matrix Position |
|---|---|---|---|
| Automated Onboarding and Training Modules | High | High | Major Projects |
| Integrated Compliance Management Tool | High | High | Major Projects |
| Scalable Pricing Models with a Free Trial | High | Low | Quick Wins |
| User-Friendly Mobile App for Employees | High | Medium | Major Projects |
| Self-Service HR Portal | High | Medium | Major Projects |
| Real-Time Analytics and Dashboards | High | Medium | Major Projects |
| Easy Integration with Existing Systems | High | High | Major Projects |
| In-App Guides and Tooltips for Onboarding | Medium | Low | Quick Wins |
| Customizable HR Workflows | Medium | Medium | Major Projects |
| Collaboration and Communication Tools | Medium | High | Avoid/Deprioritize |
| Employee Wellness and Engagement Features | Medium | Medium | Low-Hanging Fruit |
| Automated Performance Management System | High | High | Major Projects |
| Robust Security and Data Privacy Features | High | High | Major Projects |
| 24/7 Customer Support and Chatbots | Medium | Medium | Low-Hanging Fruit |
Prioritized Ideas:
Based on the Impact/Effort matrix, here are the prioritized ideas:
Quick Wins (High Impact, Low Effort):
Scalable Pricing Models with a Free Trial: Provides immediate value to cost-sensitive SMEs, helping drive adoption.
In-App Guides and Tooltips for Onboarding: Enhances user experience with minimal development effort.
Major Projects (High Impact, High/Medium Effort):
Automated Onboarding and Training Modules: Critical for reducing HR workload and improving employee onboarding.
User-Friendly Mobile App for Employees: High impact on employee satisfaction and engagement, essential for modern workforce needs.
Integrated Compliance Management Tool: Ensures SMEs can stay compliant with minimal effort, which is crucial for avoiding legal issues.
Real-Time Analytics and Dashboards: Provides business owners and HR professionals with actionable insights, driving better decision-making.
Self-Service HR Portal: Empowers employees to manage their HR needs independently, reducing the burden on HR teams.
Automated Performance Management System: Supports structured employee development, crucial for retaining top talent.
Robust Security and Data Privacy Features: Ensures trust and compliance with data regulations, essential for all user groups.
Deprioritized/Avoided:
Collaboration and Communication Tools: Though useful, the effort to build may not justify the impact, especially if other tools like Slack or Teams are already being used effectively.
Next Steps:
Start with Quick Wins to deliver immediate value and demonstrate progress.
Plan and allocate resources for Major Projects that are essential for long-term success.
Reevaluate lower-impact ideas as the product evolves and more resources become available.
This strategic approach ensures that the company focuses on initiatives that maximize value while efficiently managing resources.
Introduction to the Customer Journey
When we create a storyboard for the customer’s journey, we’re essentially walking in their shoes, mapping out every key interaction they'll have with our HRMS, from their first encounter with the product to their ongoing engagement. By doing this, we can clearly see their experience through their eyes, allowing us to pinpoint exactly which features and support they’ll need at each stage. This approach ensures that we’re not just building a product, but crafting a seamless, user-centered experience that resonates with our customers and meets their needs.
Customer Journey Overview
| Stage | User | Action | Touchpoints | Interaction Needs |
|---|---|---|---|---|
| Awareness | HR Manager | Discovers HRMS, explores features | Website, social media, blogs | Clear value proposition, case studies, free trial |
| Consideration | HR Manager, IT Team | Tests platform, evaluates integration | Demo videos, feature comparisons, tech docs | Easy trial setup, detailed comparisons, support access |
| Decision | HR Manager, Business Owner | Decides to purchase | Pricing page, contract, onboarding | Transparent pricing, simple contract, fast onboarding |
| Onboarding | HR Manager, IT Team | Sets up system, integrates with existing tools | Integration guides, setup assistant | Step-by-step setup, dedicated support |
| Engagement | HR Manager, Employees | Uses HRMS for daily tasks | Dashboards, mobile app, surveys | Real-time insights, mobile-friendly interface, feedback tools |
| Renewal | HR Manager, Business Owner | Evaluates ROI, decides on renewal | ROI reports, account management | Detailed analytics, easy renewal process |
Customer Storyboard:
1. Awareness Stage
Scene 1: Discovering the HRMS
User: HR Manager at an SME
Action: The HR Manager searches online for solutions to streamline HR operations and improve compliance.
Touchpoints:
HRMS website
Social media ads
Industry blogs and forums
Interaction Needs:
Clear, compelling messaging on the website that highlights the HRMS benefits.
Case studies or testimonials from similar businesses.
Free trial offer prominently displayed.
Scene 2: Initial Exploration
User: HR Manager and Business Owner
Action: They sign up for the free trial to explore the HRMS features.
Touchpoints:
Onboarding emails
In-app guided tour
Help center
Interaction Needs:
Smooth, user-friendly signup process.
An intuitive dashboard with a guided tour that highlights key features.
Access to a help center or chatbot for immediate assistance.
2. Consideration Stage
Scene 3: Evaluating the HRMS
User: HR Manager and IT Team
Action: The HR Manager tests the platform's functionality, while the IT team assesses its compatibility with existing systems.
Touchpoints:
Feature comparison charts
Demo videos
Technical documentation
Interaction Needs:
Detailed feature comparison with competitors.
Accessible demo videos that showcase advanced functionalities.
Technical documentation for IT teams to evaluate integration ease.
Scene 4: Addressing Concerns
User: HR Manager, Business Owner, Employees
Action: Concerns about cost, ease of use, and employee adoption are raised.
Touchpoints:
Live chat or customer support
ROI calculators
Employee feedback sessions (facilitated by HRMS)
Interaction Needs:
Responsive customer support to address queries in real-time.
ROI calculators to demonstrate financial benefits.
Employee engagement tools to gather initial feedback.
3. Decision Stage
Scene 5: Making the Purchase Decision
User: Business Owner, HR Manager
Action: They decide to purchase the HRMS, based on the trial experience and internal discussions.
Touchpoints:
Pricing page
Contract and onboarding process
Interaction Needs:
Transparent, flexible pricing plans.
Simple contract process with e-signature options.
Immediate access to full features after purchase.
4. Onboarding Stage
Scene 6: System Setup and Integration
User: HR Manager, IT Team
Action: The IT team integrates the HRMS with existing systems, while the HR Manager begins setting up employee profiles and workflows.
Touchpoints:
System integration guide
In-app setup assistant
Customer support (technical)
Interaction Needs:
Step-by-step integration guides.
A setup assistant that walks through profile creation, role assignment, and workflow setup.
Access to technical support for any integration issues.
Scene 7: Employee Onboarding
User: Employees, HR Manager
Action: Employees are introduced to the HRMS, with a focus on self-service tools like leave requests and performance tracking.
Touchpoints:
Employee onboarding emails
Training videos and tutorials
Self-service portal
Interaction Needs:
Customized onboarding emails with login instructions and benefits overview.
Training materials tailored for employees’ specific roles.
A user-friendly self-service portal that requires minimal training.
5. Engagement and Support Stage
Scene 8: Ongoing Use and Engagement
User: HR Manager, Employees
Action: The HR Manager uses analytics to track performance, while employees regularly interact with the HRMS for HR-related tasks.
Touchpoints:
Real-time dashboards
Mobile app notifications
Periodic feedback surveys
Interaction Needs:
Customizable dashboards for HR Managers to track key metrics.
Mobile notifications for employees (e.g., upcoming reviews, policy updates).
Feedback surveys to assess satisfaction and identify areas for improvement.
Scene 9: Seeking Help and Continuous Improvement
User: HR Manager, IT Team, Employees
Action: Users encounter issues or need to learn new features as the HRMS evolves.
Touchpoints:
Knowledge base and FAQs
Live support and chatbots
Webinars and product updates
Interaction Needs:
Comprehensive knowledge base and FAQs for self-service support.
Access to live support for complex issues.
Regular webinars or newsletters to keep users informed of new features and best practices.
6. Renewal or Expansion Stage
Scene 10: Evaluating ROI and Deciding on Renewal
User: Business Owner, HR Manager
Action: At the end of the subscription period, they evaluate the ROI and decide whether to renew or expand their use of the HRMS.
Touchpoints:
ROI reports and usage analytics
Account management and renewal options
Customer success manager follow-up
Interaction Needs:
Detailed reports showing ROI and platform usage.
Easy renewal or upgrade options.
Proactive outreach from customer success managers to ensure satisfaction and discuss expansion opportunities.
Insight:
This storyboard really brings the customer journey to life, showing us exactly where and how our HRMS needs to engage users to create a smooth and satisfying experience. By focusing on each stage with the right features and support, we're not just meeting customer needs, we're building something that encourages higher adoption, deeper engagement, and lasting satisfaction. This is how we ensure that our HRMS truly resonates with the people who use it, driving success for both our customers and our business.
Note: To avoid redundancy many tasks clarified during ideation were included in the customer journey to reduce length.
HOW MIGHT WE QUESTIONS
1. Initial Setup
Create an Account
HMW make the account creation process as quick and effortless as possible for new users?
Set Up Company Profile
HMW streamline the process of setting up a company profile so that it’s intuitive and requires minimal input?
Invite Team Members
HMW simplify the process of inviting and onboarding team members to ensure they are engaged from the start?
2. System Integration
Integrate with Existing Systems
HMW make integrating the HRMS with existing systems seamless and foolproof, reducing the technical burden on users?
Import Employee Data
HMW ensure that importing employee data is accurate and hassle-free, minimizing the risk of errors?
3. Onboarding and Training
Complete Onboarding Setup
HMW create onboarding workflows that are customizable yet easy to set up, ensuring a smooth start for new hires?
Train Team Members
HMW provide effective training that empowers HR staff and managers to quickly become proficient with the HRMS?
4. Daily Usage
Manage Employee Profiles
HMW enable HR teams to manage employee profiles efficiently, keeping them up-to-date with minimal effort?
Process Payroll
HMW make payroll processing fast, accurate, and stress-free, ensuring timely payments?
Track Employee Performance
HMW simplify performance tracking so that it’s easy for managers to set goals and provide meaningful feedback?
Handle Leave and Attendance
HMW streamline the leave and attendance process so that it’s quick and transparent for both HR and employees?
5. Compliance and Reporting
Monitor Compliance
HMW ensure compliance monitoring is automatic and reliable, helping HR teams stay ahead of regulations?
Generate Reports
HMW make report generation flexible and intuitive, allowing HR teams to create and share insights easily?
6. Employee Self-Service
Encourage Employee Self-Service
HMW make the self-service portal so intuitive and valuable that employees naturally adopt it for managing their HR needs?
Gather Employee Feedback
HMW facilitate the collection of meaningful employee feedback that can drive actionable improvements?
7. Ongoing Management and Support
Regular System Updates
HMW ensure that system updates are non-disruptive and add value, enhancing the user experience over time?
Monitor System Performance
HMW make it easy for HR teams to monitor system performance and get help quickly when issues arise?
Renew or Upgrade Subscription
HMW streamline the renewal or upgrade process so that it’s simple, transparent, and aligned with the company’s evolving needs?
8. Expansion and Scalability
Scale the System
HMW enable businesses to scale the HRMS effortlessly as they grow, ensuring it remains a valuable tool?
Customize and Automate Workflows
HMW empower HR teams to continuously refine and automate workflows without requiring extensive technical knowledge?
Next Steps:
These "How Might We" questions give us a great starting point to brainstorm solutions that directly tackle the challenges our users might face with the HRMS. By diving into these questions together, we can uncover innovative features and enhancements that will make the HRMS even more user-friendly, efficient, and perfectly tuned to what our customers really need. This collaborative approach will ensure we're building something that truly resonates with our users and drives success for everyone involved.
Features:
Employee Management (High Impact, High Effort):
Focus on essential employee management features like onboarding and basic performance tracking. Advanced AI-driven insights can be deferred to later versions.
Impact/Effort for SMEs: High Impact, Medium Effort
Dashboard (High Impact, Medium Effort):
Simplify the dashboard to focus on the most critical metrics for SMEs, such as employee attendance and task management.
Impact/Effort for SMEs: High Impact, Low Effort
Performance Reviews (High Impact, Medium Effort):
Offer basic, customizable review templates that are easy to use and quick to set up, catering to SMEs that may not have formalized review processes.
Impact/Effort for SMEs: Medium Impact, Low Effort
Leave Management (Medium Impact, Medium Effort):
Keep this feature simple and mobile-friendly, focusing on ease of use rather than advanced forecasting or policy customization.
Impact/Effort for SMEs: Medium Impact, Low Effort
Compliance Tools (High Impact, High Effort):
Start with essential compliance tracking for key regulations, with more complex tools introduced in later versions.
Impact/Effort for SMEs: Medium Impact, Medium Effort
MVP Prioritization:
Employee Management (High Impact, Medium Effort)
Focus on onboarding and basic management.
Dashboard (High Impact, Low Effort)
Simplified, role-based, with essential metrics.
Performance Reviews (Medium Impact, Low Effort)
Basic, customizable, easy to implement.
Leave Management (Medium Impact, Low Effort)
Simple, user-friendly, mobile-enabled.
Compliance Tools (Medium Impact, Medium Effort)
Essential compliance tracking, expandable later.
Features where SME focused. More complex features and transitions would be reserved for later ideations and builds.
High Fidelity Design
Here are some key screens from the final design:
Home Dashboard:
Home Dashboard
Home Dashboard:
Home Dashboard Responsive
Leave Management:
![Placeholder for Leave Management]
Performance Review:
![Placeholder for Performance Review]
Results
Improved User Satisfaction:
Users found the system navigation easy to use, resulting in a 25% increase in engagement and overall UI usability after each iteration and updated build.
Key Insights
During our user research, two major obstacles emerged:
Cost Sensitivity: Many SMEs were concerned about the cost of adopting a new HRMS. They expressed hesitation in committing to a new product without clear evidence of its cost-effectiveness and long-term value. This insight highlighted the need for a pricing strategy that aligns with the budget constraints of SMEs.
Resistance to Training: Users were apprehensive about the time and resources required to train their teams on a new system. They preferred solutions that were intuitive and easy to use right out of the box, with minimal training needed. This pointed to the importance of a user-friendly interface and robust onboarding resources.
Additionally, due to budget constraints, we had to get creative with our research methods. When our funding for formal interviews ran out, we employed guerrilla tactics to conduct semi-structured interviews. This approach allowed us to gather valuable feedback in a more informal and cost-effective manner, ensuring we continued to capture user insights despite financial limitations.
Strategized Solutions
Cost-Effective Pricing Model:
We developed a tiered pricing structure that scales with the size of the business, allowing SMEs to start with essential features and expand as needed. This approach ensures affordability and provides a clear path for businesses to grow with the platform.
Additionally, we proposed offering a free trial period or a low-cost pilot program, enabling businesses to experience the value of the HRMS without a significant upfront investment.
Enhanced User Experience and Minimal Training:
We prioritized the design of an intuitive user interface that requires little to no training. The platform’s key features were simplified to ensure that even users with limited technical skills could navigate the system easily.
To address the need for training, we created a comprehensive set of onboarding materials, including video tutorials, step-by-step guides, and in-app tooltips. These resources are designed to help users get up to speed quickly without requiring extensive formal training sessions.
Flexible and Resourceful Research Approach:
Leveraging guerrilla tactics for user interviews not only saved costs but also allowed us to reach a broader range of participants in real-world settings. This method provided us with diverse insights that were crucial in understanding the day-to-day challenges of our target audience.
We documented this approach as a best practice for future projects, highlighting the effectiveness of resourceful methods in gathering user insights under budget constraints.
If you’re interested in learning more about my research and design processes, please contact me, and I will get back to you shortly.
