AI Space Management Software

Enterprise • B2B SaaS • Multi Platform Design • Design System

Disclaimer

Due to my NDA with the company, I have not shown a detailed description of all the products I worked on. For a more detailed description of all the features I helped bring to the market, please reach out to me via Email or LinkedIn.

My Role

Designed 12+ products in GenAI and Data Visualization for mobile & web applications
Led product design and product team documentation
UX copy writing, branding, design system development
Designed high fidelity prototypes and prototyping for client presentations

Resources ‍

Duration: Dec 2023 - Aug 2024
Collaborated with 10+ developers, testing team, marketing & sales teams and the C-suite executives
Reported to Chief Product Officer

Imagine you're sitting at your desk, coffee in hand, ready to tackle a busy day of meetings and tasks. You open your workplace app to book a meeting room, manage a service request, and check in for an upcoming event.

But instead of a smooth experience, you're met with endless clicks, cluttered interfaces, and confusing options.
The excitement of organizing your day fades away with every frustrating interaction.
As the minutes tick by, you sigh in frustration, realizing how much time and energy is wasted on tools that should have made things easier, not harder.

How might we design an intuitive and adaptive tool that helps facility managers optimize office space usage and provide employees with personalized workspace recommendations?

Smarten Spaces offers solutions in two product lines: Jumpree an employee experience enhancing solution and the AI-driven solution called SpaceOnAI to optimize space management and employee collaboration in hybrid work environments.

What are we solving?

From an employee perspective through its AI solution, offering personalized space allocation and booking features. Employees can easily view and check-in to their reserved spaces, book in-office events, and raise workplace requests.

From a facility manager perspective Smarten Spaces solves challenges with underutilized spaces, unpredictable attendance, and high energy costs. Through the intelligent AI recommendations we help identify ideal layouts, ensuring collaborative zones are used effectively and quiet spaces are always available. The AI-driven planning helps to manage energy consumption and meet the company's sustainability goals.

The platform enhances operational efficiency by integrating with existing systems, allowing organizations to make data-informed decisions. It features seamless onboarding, AI-powered chatbots, and intuitive visualizations, streamlining workspace booking, asset management, visitor control, and employee engagement through tools like event management and service requests. This results in productive, user-friendly workspaces tailored to real-time needs.

Clients and Partners of Smarten Spaces

Smarten Spaces supports medium to large organizations in optimizing their workspace management by leveraging data-driven tools for flexible layouts and hybrid work environments. These solutions help improve space utilization, employee satisfaction, and operational efficiency, while also aligning with sustainability goals and adapting to changing workforce needs.

Process

Due to my NDA with the company, I have not shown a detailed description of the research, feedback, user testing and low fidelity mock-ups for the products I worked on. For a more detailed description of all the features I helped bring to the market, please reach out to me via Email or LinkedIn.

RESEARCH FINDINGS

Alongside design, I led the UX and Product documentation process, ensuring clear and detailed documentation for the development team. One of my key contributions was breaking down project requirements into actionable User Stories. By clearly defining User Stories, I facilitated better communication between teams, streamlined development, and ensured that the product features met both user expectations and business goals. This involved:

Requirement Analysis

I worked closely with my CPO to gather and understand business goals, user needs, and functional requirements.

User Story Creation

I translated these requirements into concise User Stories, capturing the user’s perspective, desired outcomes, and acceptance criteria. Each User Story focused on real user needs and prioritized features based on impact and feasibility.

Collaboration

I ensured the stories were aligned with design specifications and collaborated with cross-functional teams to validate the stories.

Backlog Refinement

Regularly reviewed and refined the User Stories in the product backlog to ensure they remained relevant and prioritized based on changing business needs or feedback.

High Fidelity Prototype

More on the color, typeface and icon choices towards the end.

Based on the user stories, we built low fidelity paper prototypes and after multiple iterations of high fidelity prototyping brings us to the final products. I have shown 5 highlighted problem areas with features that I helped launch.

1. Inspire Return to Office

Designing for the main action goal ensures a smooth, efficient user journey, but addressing edge cases is equally crucial. These scenarios, though less frequent, often reveal system vulnerabilities and can significantly impact user trust and satisfaction. By anticipating and designing for edge cases, I have helped create more robust, inclusive experiences that accommodate diverse needs. This proactive approach minimized friction, reduced potential errors, and demonstrated empathy for users navigating unique or unexpected situations.

Iterative design fosters continuous improvement by testing, refining, and evolving ideas based on feedback. This cyclical approach ensures designs align closely with user needs, uncovers issues early, and encourages experimentation. By iterating, I was able to build more effective, user-centered solutions while adapting to new insights and challenges throughout the process.

2. Enhanced Employee collaboration

I empathized with users by integrating thoughtful design elements like feedback forms to capture their opinions, emoticons to reflect and enhance emotional engagement, and reassuring messages to reduce anxiety during waiting periods. Confirming their actions with clear, positive feedback further reinforced trust and provided a seamless, user-centered experience.

3. Optimize Workspace Management with AI Insights

The AI planner from Smarten Spaces enables precise space planning with scenario-based AI predictions, offering optimized desk reconfiguration and space utilization strategies. It provides AI-driven recommendations for balancing demand and supply, automatically reallocating underused zones and consolidating departments.

Additionally, it enhances move management and asset allocation by minimizing disruptions and improving efficiency, while delivering personalized meeting room and desk recommendations to enhance the employee experience.

4. Manage Energy and Sustainability Goals

The AI Analyzer from Smarten Spaces delivers insights into space utilization trends by location, department, and space type, helping to identify underutilized and overutilized areas. It tracks occupancy patterns, monitors energy consumption for cost savings, and provides data on booking habits, enabling businesses to optimize their workspace management effectively via a Chatbot Service called SIA-Space Interactive Assistant

5. BOOKING SPACES IN OFFICE

I designed solutions to enhance workplace efficiency, enabling teams to reserve productivity-optimized collaboration spaces with ease. Features included personalized recommendations for meeting rooms and desks tailored to individual needs, tools to propose revised layouts for underutilized areas, and space utilization forecasts to predict shortages and headcount increases. These designs streamlined operations and improved resource planning.

Design SYSTEM UPGRADE

I helped evolve the design system by standardizing components like typography, color schemes, and iconography, ensuring UI consistency across mobile and web platforms. I refined button styles, dropdown menus, and interactive elements, creating a cohesive system that prioritizes accessibility and usability. This comprehensive design system now allows for scalable, user-friendly experiences, guiding developers with clear visual patterns and interaction guidelines.

Key Learnings

Ship it Quick!

Being a designer at a start-up taught me how to design, document and ship large scale features in under 4 weeks!

Team work FTW

Cross-functional collaboration is essential for launching successful products, especially in complex B2B environments with several clients.

Iterative Design Process

Prototyping and iteration play a critical role in turning high-level requirements into functional, user-centered solutions.

Consistency

Consistency in design systems helps maintain intuitive interfaces across platforms, boosting efficiency for both users and developers.

Owned Multiple Hats

I dabbled with the tasks of a Product Designer, UX Writer, and Product Manager and improved my developer-designer language.

Data driven Design

Data-driven refinements lead to more impactful designs, enhancing user experience and contributing to business growth.

I have helped launch 12+ features that focus on Mastering Workplace ‍Complexity with AI that work towards saving cost, optimizing work spaces and improving employee experiences. For a more detailed description of all the features I helped bring to the market, please reach out to me via Email or LinkedIn.

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