Workforce Management Tool

UX design for enterprise workforce management

UX Design

Time frame: 1 week
Team members: Personal Project
Role: UX Designer
Skills: User Research, Analysis, Wireframe, UX Design

How Might We

How might we support managers to manage the workforce effectively so that they can leverage employee skills and needs to increase productivity?

Summary

Challenge

Managers need efficient workforce management tools that allow them to make the most of their staff.

I worked on the design of a management tool to help managers effectively manage their employees. To assign team members to projects and develop their careers, I planned an efficient and easy-to-use human resource management system. We need to check employment data, skills, performance, etc. on the tool and update the data.

Solution

Comprehensive human resource management system for more detailed and effective use of member information.

I designed a tool that allows us to more effectively utilize employees’ abilities and motivation in our work by providing more detailed information about employees, including skills and qualification information as well as each member’s preferences, needs, and conditions. With this single system, users can manage data, performance evaluations, workforce planning, meeting scheduling, and more, enabling efficient human resource management.

Research

User Interview

Conducted user interviews with four managers and staff to research actual practices, user needs, and pain points in workforce planning and career development.

Main Questions

Could you briefly describe your experience and ways of managing your team?
What is the ultimate goal of your workforce management?
How did each employee’s information (skills, competencies, flight risk, performance review, etc.) affect team workforce planning and career development for your team?
Do you have any frustrations or problems with team management?
What features or information would be useful to solve these problems?
Overall, what kinds of information and features do you think would be helpful for team workforce planning and career development?

Product Research

I researched existing human resource management software to determine general functions and design.

Main Features

Project Member List
Employee Skill and Competencies
Performance Reviews
Employee Engagement Surveys
Wellness Management
Career and Education Planning
Payroll Management

Key Findings

Many users wanted to know more about their employees’ skills, needs, and conditions. They wanted close communication with their staff to achieve this.
On the other hand, the current situation is that various data is often managed separately in Excel, and overall human resource management is not efficient.

User Needs

Want to understand the skills, abilities, and needs of employees accurately.
Want to communicate directly with employees to get more detailed information.
Want to increase productivity and efficiency by matching the skills and needs of employees with the work they do. Want to prevent employee turnover.

Pain Points

They manage data separately in Excel, etc., so overall human resource management, such as training, workforce planning, and career development, is not efficient.
They do not have a proper understanding of the qualifications and skills of their employees, and are not able to assign work efficiently.
Data in the system is not sufficient to grasp the situation, motivation, physical condition, etc. of each employee. In order to effectively assign staff, prevent turnover, develop careers, and improve business performance, it is necessary to know more detailed information about each member of the workforce.

Solution

Create a tool that lists employee data by the qualifications and skills they hold so that managers can understand and effectively utilize detailed information about their employees. The system will also record more detailed information, such as each member’s strengths, weaknesses, preferences, and motivations. The system will also allow for the scheduling of meetings. Focus on supporting managers by efficiently managing the workforce through a single system.

Design Principle

Employees have a wide range of skills and abilities, and it is important to match their skills and needs to each job in order to manage them effectively. To make the most of each member’s abilities, we need to understand their needs, motivations, and physical condition and know exactly what each member wants to do, what they can do, and what they must do.
Promoting a deeper understanding of each member through meetings and other means will encourage engagement. It is also important to set goals and check their performance, which can then be used for training and career development.

Matching

Record their skills and competencies as well as what they want to do and their needs, and use this information for workforce planning and career development to match them to the job.

Engagement

Conduct individual meetings and surveys to gain a more detailed understanding of the employee’s situation.

Setting Goal

Conduct performance review meetings with each employee to review goals and progress.

Persona

Information Architecture

Task Flow

Login or Sign up software.
Add employee.
Create and manage projects.
Schedule a meeting with employee.
Have regular review and chat meeting.
Review, evaluate and comment on employee performance. Confirm what employees want to do, what they can do, what they must do, and plan for their career development. Assess flight risk.
Conduct regular surveys to research employee engagement.