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M&M MEETING MEMOS

Description

This is a design exercise that I did to challenge myself. The whole project was finished in 3 days. The intention is to improve my design thinking ability and sharpen my mobile design skills. The complete PDF file can be downloaded here.

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The Challenge

There are a lot of meetings that occur frequently throughout the day to complete work. Design a mobile app or feature to enhance users' meeting experience.

Who are the users?
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Meeting Organizers: People who are responsible for scheduling and hosting meetings. Usually these people are managers, for example, product managers, project managers, senior directors, etc. It can also be anyone in the company. 

Meeting Attendees: People who attend meetings scheduled by other people. Receive meeting invitations, accept or reject meetings. Take notes, view meeting agenda, present their work, share files with peers, discuss issues and get work done.

Identify the Problems

When I first started brainstorming about this app, I found there are many existing problems in our day-to-day meeting life: 

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  1. Managers have tons of meetings everyday, they tend to forget their next meetings and show up late.

  2. When people attend meetings in a hurry, they couldn't find the dial-in number or the video call number quickly.

  3. Many meetings are longer than expected, there's no agenda or the agenda is unorganized. People talk off the topic, meeting is low efficient.

  4. Sometimes people save their meeting notes in computer, sometimes they just write it down in a notebook or on sticky notes. The meeting notes end up being everywhere.

  5. When the meeting is big, for example, 15 people in the meeting, it's hard to schedule a follow-up meeting. The meeting organizer needs to add these people one by one individually.

  6. When the meeting is big, it's also hard to share files with everyone in the meeting, the same reason as above.

Redefine the Problems
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But is it possible to build an app to solve all these problems? The answer is: it's possible but hard. In this design exercise I am not trying to build an app that solves all the problems. I want to address some most common problems we have in our day-to-day work and benefit the majority of people. These problems include:

  1.  Forget meeting schedules, don't know where to meet

  2. Can't find dial-in number / video call number

  3. Meeting notes everywhere

  4. Complicate to schedule a follow-up meeting

  5. Complicate to share files with everyone in the meeting

Solutions

For each of the problems, I have thought at least one solution for them. I try to make every action user needs to do to be really simple. All the actions they need to do appear at the right time within the right place.

1) Forget meeting schedules, don't know where to meet

    Remind user how soon will the next meeting begin, show locations

2) Can't find dial-in number / video call number

   One tap to start the conference call; One tap to start the video call

3) Meeting notes everywhere

   One place to record meeting notes by speaking or typing

4) Complicate to schedule a follow-up meeting

    One tap to schedule a follow-up meeting with same group of people around same time

5) Complicate to share files with everyone in the meeting

    One tap to copy everyone to the email list

Design

When users open this app, this is the home screen they will see: a schedule of today's meetings. It will by default highlight the next meeting. The green tag "in 5 min" indicates how soon the meeting will start. In this case, since there is only 5 min left before next meeting, 2 buttons will pop out: start video / phone call.

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If the meeting is ongoing, the green tag will turn into "Now" and a progress bar at the bottom of the card will indicate the meeting progress. Maybe you are supposed to present at the beginning of the meeting, since you already missed the first half of the meeting, you probably don't need to show up anymore. 

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For meetings that will happen in more than an hour, the card will show an "Email Organizer"  button instead of starting video/ phone call buttons since it's not that urgent. At this point of time, user probably wants to contact the email organizer to re-schedule the meeting or cancel the meeting if that doesn't fit their schedules well. 

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User can easily swipe left to delete any meetings, after user deletes a meeting, an "undo" button will show up at the bottom for 2 seconds in case user deletes it accidentally. 

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A green button at the bottom right corner allows user to switch between list view to calendar view where they can see how busy they are monthly wide. 

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Tap on the card to show meeting details. Here I designed 3 functions that will ease user's life: 1) One tap to email meeting organizer  2) One tap to copy everyone in the meeting into email list so that you can easily share files with them 3) One tap to copy everyone to a new calendar event with similar time around the following week for a follow-up meeting

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Scrolling down, user can view the meeting agenda, modify it if you are the meeting organizer. They can also save their meeting notes by typing or speaking.

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When nothing is on your calendar, a cute graphic will pop out to greet user "Oops, you have no upcoming meetings today!" User can always tap below to add more. 

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Interaction Map
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Info

Type

Design Exercise  

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Duration 

3 days in  Nov 2016       

Role 

UX Designer     

Tools 

Sketch

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