Revamped Leave Module: A Case Study
Revamped Leave Module: A Case Study
Revamped Leave Module: A Case Study
In this case study, we'll explore how we redesigned the leave module in our HRMS application to make it easier and more efficient for users. We aimed to improve the user experience and simplify the leave management process. Let's dive in and see how we achieved these goals!
Introduction To Budgie
Budgie is a comprehensive HRMS Software Solution that goes beyond HR portals and payroll software to include project management, task management, and other management-related features. This makes it a one-stop shop for businesses of all sizes to manage their human resources and operations.
ROLE
Accountable for researching, conceptualizing, designing, conducting user testing, and delivering crucial modules and feature areas.
TEAM
2 Product Designers, 1 Product Managers and 10+ Engineers
TIMELINE
Jan 2023— Aug 2023
HRMS | Project Management | Web Application | Mobile App
Backstory
Let me share the back story of the project, Budgie, a successful product already embraced by 10+ companies and 5,000+ employees daily, is embarking on an exciting second phase of development. Committed to enhancing user-friendliness, efficiency, and features, Budgie aims to elevate the HRMS experience.
One such improvement journey was our reimagining of the leave module. Through in-depth research and user interviews, we identified pain points and streamlined the process. By implementing a more intuitive interface, we reduced process time and minimized user queries, leading to a more seamless and satisfying experience for all users. I like to share that process here
Goals
Our primary goal is to empower Budgie users with an improved leave module experience. Through in-depth research, we aim to identify opportunities to make the module more user-friendly, efficient.
Simplify Leave Request and Approval
We aim to streamline the leave request and approval process by identifying and addressing usability issues that may hinder its smooth operation.
Boost User Satisfaction
Our focus is on enhancing user satisfaction by improving the user experience through a friendly interface and intuitive workflows.
Enhance Data Visibility
We aim to reduce the administrative burden and manual data entry by enhancing data visibility within the system.
Ensure Compliance
We will enhance the system to ensure compliance with company policies and regulations, reducing the risk of errors and improving the overall leave management process.
Research Goal
Our approach involved collecting extensive data from various perspectives to ensure a comprehensive understanding and informed decision-making process.
The absence of time constraints and the extensive user base utilizing the product provided us with a significant advantage in our research efforts.
Methodologies
User Interviews
We interviewed people from different departments and people in charge of human resources (HR) to hear their thoughts on the current system.
Task Analysis
We observed how people typically request and approve leave to find any roadblocks or slowdowns. This helped us see how information flows and where the system might be making things harder for users.
Support desk Ticket
Customer support tickets, often a hidden gem, offer valuable insights into user issues. This wealth of information helps us pinpoint common problems and areas for product improvement, which is why we invested significant time in reviewing them. we extensively reviewed customer support tickets, uncovering common issues and opportunities related to the leave module.
Competitor Analysis
Studying our competitors enabled us to learn from their successes and failures, identifying areas where we can improve our own processes and offerings.
Overall Findings
Our findings reveal both user-centric insights and technical considerations that can significantly improve the user experience for both employees and HR administrators.we have identified several pain points in the current Budgie leave module. These pain points include:
Ideation Process
With user pain points in mind, we shifted our focus to brainstorming solutions. Here, we'll focusing on creative solutions to explore innovative ways to improve the leave module's user experience, ensuring both user needs and technical feasibility are considered.
Iterations
Brainstorming wasn't enough! We adopted an iterative design approach, rapidly prototyping and testing different design types to meticulously refine the user interface and ensure it aligns perfectly with user needs and expectations.
Design Solution
As we explored a wide range of creative ideas through brainstorming and prototyping. Finally, we meticulously refined the design based on user feedback and testing. The result? The ultimate design solution, crafted with care and backed by a rigorous development process.
After extensive research and refinement, we've arrived at our final design. It's a one-stop shop, carefully designed to balance all users needs in a single, user-friendly interface.
Now that we've unveiled the final design, let's dive deeper and explore everything it has to offer. Get ready for a tour of the user-friendly interface, where all your needs are seamlessly integrated in one place.
Section 1
Leave Meter
Leave Meter is a feature designed to help users easily track and manage their leave balance. It provides a clear indication of the number of leave days they have taken during the year, helping them stay informed about their remaining leave allowance. The feature also incorporates a friendly tone and positive vibe, which aims to enhance the user experience and make the leave management process more engaging and enjoyable.
1
No of Leave taken : This helps users to quickly check their total leave taken by them during the year.
No of Leave taken : This helps users to quickly check their total leave taken by them during the year.
No of Leave taken : This helps users to quickly check their total leave taken by them during the year.
2
Friendly Message : A friendly message to keep the user feel positive over the application.
Friendly Message : A friendly message to keep the user feel positive over the application.
Friendly Message : A friendly message to keep the user feel positive over the application.
3
User friendly Illustration : An illustration that resonates with the user's mood related to leave balance
User friendly Illustration : An illustration that resonates with the user's mood related to leave balance
User friendly Illustration : An illustration that resonates with the user's mood related to leave balance
4
View Details : A CTA to help user to find the detailed view of there leave balance and history.
View Details : A CTA to help user to find the detailed view of there leave balance and history.
View Details : A CTA to help user to find the detailed view of there leave balance and history.
Section 2
Leave Balance and Leave Apply
The "Leave Balance and Leave Apply" section is really important for users because it gives them a clear view of how much leave they have left. This helps them plan their time off better. Plus, it makes it super easy for them to apply for leave when they need to, which is really convenient. Overall, this section makes managing leave a breeze and improves the user experience.
Card
Leave Card
Interactive leave cards with emotional icons.This highlights the interactive elements and the use of icons.
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Emotional Emoji : Emojis help people understand the emotional tone of a message.
Emotional Emoji : Emojis help people understand the emotional tone of a message.
Emotional Emoji : Emojis help people understand the emotional tone of a message.
2
Leave Type: This emphasizes the type of leave being requested
Leave Type: This emphasizes the type of leave being requested
Leave Type: This emphasizes the type of leave being requested
3
Consumed Leave : This emphasizes how much of the allotted leave has been used.
Consumed Leave : This emphasizes how much of the allotted leave has been used.
Consumed Leave : This emphasizes how much of the allotted leave has been used.
4
Balance : This emphasizes that the balance is the portion of leave that can still be taken.
Balance : This emphasizes that the balance is the portion of leave that can still be taken.
Balance : This emphasizes that the balance is the portion of leave that can still be taken.
5
Progress Bar : A Progress bar which is a visual representation of the leave availed and leave consumed
Progress Bar : A Progress bar which is a visual representation of the leave availed and leave consumed
Progress Bar : A Progress bar which is a visual representation of the leave availed and leave consumed
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Apply Leave : This is a simpler and more direct button to apply leave
Apply Leave : This is a simpler and more direct button to apply leave
Apply Leave : This is a simpler and more direct button to apply leave
Action 1
Leave Apply
We initially designed a streamlined leave application process. However, we realized that users sometimes change their minds after selecting a leave type. They might want to check their remaining balances for other leave categories or switch to a different leave type altogether. To address this, we've updated the design to display leave balances and allow users to easily change their leave type during the application process.
Action 2
Leave Apply
"Record Off-Day Work" - This feature allows users to log work done during their days off, which can be used to take compensatory time off on another day.
Section 3
Leave History
Leave history is central hub for past time off requests. user can view a clear list of all their previous requests, including leave type (casual, sick leave, etc.), requested dates, and current status (approved, denied, pending).
Card
Leave History card
Interactive leave cards with emotional icons.This highlights the interactive elements and the use of icons.
1
Emotional Emoji : Emojis help people understand the emotional tone of a message.
Emotional Emoji : Emojis help people understand the emotional tone of a message.
Emotional Emoji : Emojis help people understand the emotional tone of a message.
2
Leave Type : This emphasizes the type of leave being requested
Leave Type : This emphasizes the type of leave being requested
Leave Type : This emphasizes the type of leave being requested
3
Status : The status of the users leave application will be clearly indicated.
Status : The status of the users leave application will be clearly indicated.
Status : The status of the users leave application will be clearly indicated.
4
Session Details : The details of the leave taken time will be displayed here.
Session Details : The details of the leave taken time will be displayed here.
Session Details : The details of the leave taken time will be displayed here.
Action 1
Leave Cancel
Users can review and manage their leave requests with ease. A detailed breakdown of leave details is provided, including leave type, requested dates, and current status. Additional information, such as the reason for leave and any attached notes, may also be displayed. If a user can't take the leave after all, they can easily cancel it right here!
Action 2
Leave Withdraw
For requests still pending approval, users can also withdraw their request.
Mobile Responsiveness
Our redesign successfully implemented a mobile-responsive design, ensuring that users can easily access and use the leave management system on their mobile devices. This enhancement has greatly improved the user experience by providing a seamless and intuitive interface, regardless of the device being used. Users can now manage their leave efficiently and effectively, whether they are using a desktop computer, tablet, or smartphone.
Notifications
We addressed a key user issue by implementing notification alerts for every application action. This ensures users stay informed about the status of their applications.
Final
Before and After
Overall, the redesign successfully improved the user experience, simplified the leave tracking process, and provided users with effective leave management tools. This achievement was the result of hours of hard work and dedication.
Before: Leave balance tracking was a hassle, requiring manual calculations and multiple steps to get an accurate count. Users struggled to manage their leave effectively and often missed out on important details.
After: With our new design, tracking leave balance is a breeze. A simple, user-friendly interface provides all the necessary information at a glance, empowering users to manage their leave efficiently. The ability to cancel leave directly from the interface adds a layer of convenience, streamlining the entire process.
Usability test Report
The usability test was conducted to evaluate the effectiveness and efficiency of the Leave Module. Participants were asked to complete a series of tasks while their interactions were observed and recorded.
We observed real users interact with a design and gathered their feedback.
What's Done Correctly: During testing, we discovered that users perceive the design as intuitive, user-friendly, and effective.
What Went Wrong: The initial idea of using icons to represent each leave type did not resonate well with users.
Making Changes: However, in the next version, the use of emojis proved to be more engaging and relatable to users.
The feedback from the usability test was carefully analyzed and used to refine the design in subsequent iterations. This process ensured that the changes made were directly responsive to the issues identified during testing, ultimately improving the overall user experience of the leave module.
Struggles We faced
Balancing the Need
Balancing the diverse needs of our users was no easy feat. Each person brings a unique perspective and set of requirements to the table. But through thoughtful design and careful consideration, we've crafted a solution that aims to meet the varied needs of all our users, ensuring a seamless and satisfying experience for everyone.
How we solved it ?
By taking a user-centered approach and prioritizing user needs, we were able to successfully balance the diverse requirements of our users and create a solution that delivers a satisfying experience for everyone.
Conclusion
In conclusion, the redesign of the leave module has not only improved the user experience but also contributed to a more efficient leave management process. By putting users at the center of our design process, we were able to create a module that meets their needs to improve efficiency, reduce frustration, and enhance employee and HR administrators' satisfaction.
Yes ! You might have done it better
Yes ! You might have done it better
Yes ! You might have done it better
There are multiple ways to approach a problem. One way is usually better than the others. We arrived at this design decision after extensive research, brainstorming, and testing. It works well for our users, so we're sticking with it for now.
However, I'm always open to learning new approaches. If you have any ideas that might lead to an even better result, I'd love to hear them! ping me @here I can then incorporate them into the process next time.