Platform & Feature
Personio is an HRM software that offers a complete solution to Medium to Large-sized enterprises with several features and apps that help customers manage their employees via a centralised tool. In the context of this project, I worked on the Document Management feature, during a 6-months internship with our Senior Product Designers.
What does Document Management do?
Allows employees and HR Managers to upload employee documents
Allows HR Managers to create documents from templates
Allows HR Managers to request e-signatures for documents
Allows employees to visualize and download their relevant documents
Team & Goals
I worked on the feature in a team of 3 as the Supporting Product Designer, together with the Lead Product Designer of the Document Management team and the Product Manager of the Document Management team, with the collaboration of Product Designers from ex.
My role in the project was to help with research, help with the definition of users/personas, help define a problem/use cases, and propose design solutions.
Research objectives were to:
Identify the types of document notifications that our customers need
Get a better understanding of workflows, journeys, and specific use cases that include notifications
Explore the big picture for the needs around notifications
Identify the unknowns from existing research
Methodology
Qualitative analysis of user NPS data and customer community posts.
Analysis and categorisation of NPS comments and customer comments from the community on the Document Feature. Grouping of Qualitative feedback in categories and Use Cases to define JTBD and Personas.
From our NPS comments analysis “Document notifications” is the #1 documents-specific, and #2 overall item (based on # of customers reported) in the feedback catalogue that was raised by 104 customers and affects 287k MRR.
Competitor and industry analysis on Leaderboards
Deep dive into Document Notification features of 11 HRM SaaS tools, including direct & indirect competitors
Investigated 1) what relevant Document Notification features they offer 2) what are the best practices with presenting the leaderboard data
Previous data from user interviews with our customers (empathy sessions)
Analysed quantitative data coming from
Determined what matters the most to our customers among our wishlist of ideas for this project
Gathered the quotes from interviews under the relevant categories (for UX writing part)
Facilitated online discovery workshop using Miro
Introduced findings from initial research (user needs, pain points, project requirements) and proto-personas for our use cases to the team
Workshop had several parts 1) Clustering the notes into categories, 2) Ideation of Workflows 3) Ideation of JTBD 4) Discussing impact / effort of single components of said feature
Determined our risks and challenges, in terms of technical roadblocks, company prioritization scheme, etc.
Tools
🎨 Figma
🧠 Miro
Solutions & Results
As a result of three months of work, we have built potential design alternatives for the adoption of the document notification feature. Some notable advantages of the new designs proposed are:
Multiple options to trigger a reminder workflow, through a Document List or the Document Creation flow
The design of clear reminders, to alert customers in time and allow them to sign important customers before the e-signature expiration date.
An intuitive list of employees affected by e-signature reminders in the alert pop-up box
The new design allows customers to potentially see the breakdown of the pending document signatures from their Inbox
Upon the successful delivery of alternative versions of the document notification interface, our research was subsequently used as a foundation for the definition of the current Document Management features included in the tool.