The Problem
T. Rowe Price started to mandate it's corporate employees return to the office three days a week in January, 2024. Within three months, room camping became a systemic problem for TRP. This led to widespread meeting room shortage, leaving employees without access when needed.
As a result, many employees taking meetings at their desks, causing constant interruptions and degrading the overall workplace experience and productivity loss across teams.
Solution & Impacts
As a lead product designer, I redefined the problem, and created an end-to-end experience that enables employees gets a meeting room when needed.
myDigital Workplace was launched in December 2024 on the app store. Within 6 months, we achieved a 20% increase in meeting room bookings and a 15% increase in app usage across 10,000 employees.
Add rooms to existing meetings
Get notify to add a meeting room
Book a meeting room within 3 clicks
Map shows favorite & recent bookings
Quick book with suggested rooms
Project Overiew
ABOUT
When T.Rowe Price reached out in April, we were actively redesigning the existing app to streamline the overall experience across the product. In parallel, as the Lead Product Designer, I was managing multiple workstreams, creating a new design system, navigation experience, and leading the redesign of the booking workflow.
MY ROLE
Lead Product Designer, UX Researcher
The CHALLENGE
Lack of time - The entire app has to launch by the end of year.
Lack of resource - Sole Product Designer owning the app experience.
10K +
Employees
13
Offices
What makes people occupy a meeting room all day?
Uncover the root cause
Employees complained others stayed at a meeting room all day.
Do employees need to occupy a room for the entire day? I was able to talk to five of the employees to understand their situations.
Findings: 2 types of employees
Occupy a room all day for meetings
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Management roles, have a lot of back-to-back meetings with short gaps.
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Often book the same room till the end of day
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Spend around 3 minutes on the booking process.
Casual users give up booking due to complication
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Individual Contributors (ICs) with 1 - 2 meetings a day
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Too many steps to book
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Load time is too long
How Might We..
Simplify the booking process?
Enable people to book only when they need it?
Encourage people to book using the app?
Constrain
First, we need to solve the map loading issue
One key issue identified during user interviews is the lengthy loading time, which takes up to a minute to complete.
Constrain:
The engineers mentioned that reducing the loading time is challenging because it involves loading the entire building, including all floors, the spaces within each floor, and their availability.
Early explorations
Add a loader
Same wait time
Interact while loading
Map reloads again after applying filters
Competitors
How our competitors solve the problem
Appspace and Roomzila and has their map separated from the search. And this gives us with a solution.
Solutions
#1 Streamline The Booking Workflow
Prioritizing attendees, it helps users quickly find the best date and time based on availability.
#2 Room Tie To a Meeting
To ensure employees can access meeting rooms when needed and prevent room camping, meeting rooms are linked to scheduled meetings.
#3 Favourite Meeting Rooms
Easily locate favorite spaces on the map or in the suggested list, with options for quick booking.
#4 Reminder
Notify users to book meeting rooms for meetings without assigned spaces, and encourage them to utilize the app for space booking.
Impacts/Reflections
The redesigned booking flow has launched in October 2024. It was so excited to hear the new workflow has 20% increased in booking feature and 10% increased in app usage.
Most Valubale Person (MVP) Award
Recognized by co-workers
