eMeet – Meeting Room Booking

About eMeet

A Lightweight phone application and web based platform concept design which allows staff members in companies to book meeting rooms and add additional requirements for their specific needs. This third party app will also allow for integration with calendars in other platforms such as Outlook or Google Calendar.

My role:

Designer

  • Adobe XD
  • Illustrator
  • Photoshop

Problem

In large and small companies globally, in house meeting are something which occur on a daily basis. The problem remains that often platforms such as Outlook (for example) are used to do such; which are very efficient but often lack in usability at times and less emphasis on the UI.

eMeet is an application focused on making this process easier for the user focusing on three simple steps

  • Visual engagement throughout the user journey
  • Ability to add extras such as beverages/catering in app
  • Ability to integrate with the users current calendar platform making accessibility cross functional

User Personas

Based on the researches and user needs, I created three personas for different user cases.

About
Danielle is PA at a large investment Bank.
Needs
She works at a large investment bank based in Central London receiving daily bookings for meeting rooms as a major part of her role. Danielle is also required to liaise with staff members if they require any additional needs including catering needs – often communicated via email, on google chat and verbally.

About
Liza works for a medium sized startup growing rapidly due to increased funding. Staff numbers has doubled in the past 18 months and they have recently moved to a new office.
Needs
As the company has grown the number of meetings both internally and with clients, has increased with winner more clients. The company still operates with a startup culture though adding structure to daily workflow would be a great help. Often teams have a relaxed culture to organizing and prioritizing the booking of meetings.

About
Emil has a social enterprise working in a large co-working space. there is often a high flow of clients from his organisation and others and he averages 4-5 meetings per day.
Needs
Organization from the space owner! the owner of the co-working space prides itself on new ideas which will help all workers have a more efficient work environment. over the past 12 months a number of new ideas have been implemented – Organizing how he and other staff members can arrange meetings via an app on the go would work well in his hectic schedule.

Wireframes

Creative Direction

The login/Sign up process is very simple for the end user. New and existing staff members would simply be sent an email notification from eMeet with a generic username and password update option.

Book a Room

The booking process should never be complicated! As can be seen the first screen highlights which meeting rooms are available and the number of people it holds. The second screen also gives an overview of the amenities available, and if this doesn’t meet the user needs they can select another room within the same page.

Schedule your meeting – users are able to input the meeting topic, time and date. In addition they have access to a snapshot of  which times are available with unavailable slots highlighted in blue. the next step entails adding additional preferences such as catering options and inviting required stakeholders.

Calendar Intergration

The confirmation provides gives an overview of the booking and the ability to sync with the an external calendar such as Outlook or Google calendars. In addition the confirmation will be sent to a designated member of staff; ideally a PA who will be able to log the request for to action special requests such as catering options.

Desktop

I have included some key screens from the Desktop version. The flow of content as the user moves through the site is smooth, visually appealing and uncomplicated meeting all of the stated objectives for the project.

Conclusion

A concept project based upon my experiences working for a range of organizations upon using a range of generic booking platfoms. I feel that delivering a lightweight solution was the most important outcome in addition to focusing on a UI which is neutral and could be used for a range of different organizations in a range of sectors.

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