Transforming Deskera HRM
A Comprehensive UX Redesign
Deskera, a Singapore-based SAAS software provider, envisions revolutionising small businesses’ operations globally. As a Senior UX designer at Deskera in 2019, I was entrusted with the task of redesigning their HRM management solution, a crucial component of their all-in-one cloud-based application.
User Research, UI Revamp
Office Enterprise SAAS
Deskera confronted critical business problems related to their HRM management solution. Customer churn was a pressing issue, mainly due to a clumsy design that impeded user experience. The existing UI presented an outdated look and feel, leading to a lack of trust and connection with real-world users. Low user engagement, compatibility and responsiveness issues, and the need to attract enterprise clients seeking advanced software services also posed significant challenges. To remain competitive and ensure customer satisfaction, addressing these issues was of paramount importance.
Starting the Project
Understanding the Business Problem
In my initial meetings with stakeholders, I delved into the heart of the business problem Deskera was facing. Customer churn was a matter of concern, with users expressing dissatisfaction with the existing HRM solution’s usability and interface. The UI was perceived as outdated, leading to a lack of trust and a disconnection with real-world users. These issues were further exacerbated by low user engagement and compatibility problems across various devices. Additionally, Deskera aimed to attract enterprise clients seeking advanced software services, necessitating the development of substantial new features for the application.
The UX Redesign Approach
To kickstart the UX redesign process, I decided to take a user-centric approach by thoroughly understanding the needs, pain points, and goals of Deskera’s users. I believed that creating detailed user personas would provide valuable insights into the unique requirements of different user groups. This approach would enable us to design an application that catered to the diverse needs of hiring managers in Singaporean IT companies.
Creating Detailed User Personas
I conducted extensive research and interviews to gather data on Deskera’s user base. From this research, I developed five detailed user personas
Next, I constructed a UX matrix that identified the key tasks, pain points, and goals of each user persona. This matrix served as a roadmap for the UX redesign, guiding us towards implementing solutions that would directly address user needs and pain points. By aligning our efforts with the UX matrix, we aimed to create an intuitive and efficient HRM solution that resonated with our target audience.
|Persona||Task||Difficulty (1-5)||Importance (1-5)||UI Related Issues||Proposed Solutions|
|Alex Tan||Payroll Management||3||5||Clumsy and Inconsistent Layout||Implement a clean and organized UI with intuitive data entry forms.|
|Employee Onboarding||4||4||Overwhelming Onboarding Process||Design a user-friendly onboarding journey with clear instructions.|
|Recruitment Management||4||4||Confusing Application Navigation||Streamline recruitment workflows and introduce applicant tracking system.|
|Linda Lim||Appraisals Management||3||5||Inefficient Appraisals Interface||Develop an easy-to-use performance appraisal module with clear feedback.|
|Real-time Employee Insights||4||5||Lack of Real-time Data Visualization||Integrate real-time data analytics and dashboards for better insights.|
|John Lee||Unified Experience across Devices||4||5||Inconsistent UI across Different Devices||Implement responsive design to ensure a consistent experience.|
|Integration with Other Applications||3||4||Difficulty in Integrating with Third-party Apps||Facilitate easy integration with popular third-party applications.|
|Lisa Tan||Candidate Tracking and Communication||3||5||Tedious Candidate Tracking Process||Develop an organized candidate tracking system with effective communication tools.|
|Expanding Candidate Database||4||4||Limited Candidate Database||Implement tools to source and expand the candidate pool.|
|Michael Goh||Payroll Management||3||5||Complex Payroll Processing||Optimize payroll processing and ensure accurate calculations.|
|Appraisals and Competencies Tracking||4||4||Difficulty in Tracking Employee Competencies||Introduce a competency tracking system and simplify appraisal processes.|
Improvements of Application Screens
- The redesigned Payroll Management screen featured a clean and organized layout, making it easy for Alex Tan to navigate and manage employee payroll effortlessly.
- Intuitive data entry forms and automated calculations reduced the chances of errors, improving accuracy and efficiency in payroll processing.
- A real-time preview allowed Alex to verify payroll details before finalizing and disbursing payments.
The revamped Employee Onboarding process now guided new hires through a step-by-step journey, making the process intuitive and less overwhelming.
A dashboard provided Linda with an overview of the onboarding progress, allowing her to track and manage multiple new hires simultaneously.
Clear instructions and tooltips provided necessary information and helped Linda Lim’s new employees quickly adapt to their roles.
Streamlined recruitment workflows and an applicant tracking system enabled Alex Tan to efficiently manage job postings, applications, and candidate interactions.
Advanced filtering and search options helped Alex find the best candidates from the expanded talent pool, as suggested by Lisa Tan’s proposed solution.
Real-time notifications and scheduling features facilitated seamless communication between recruiters and candidates.
The redesigned Appraisals Management module offered an intuitive interface, simplifying the process for both managers and employees.
The 360-degree feedback system provided by the performance appraisal module, as per Linda Lim’s goal, allowed employees to receive constructive feedback from peers and superiors.
User-friendly interfaces for setting goals and tracking performance ensured efficient appraisal processes and fostered a culture of continuous improvement.
As proposed in the UX matrix, a competency tracking system was introduced, enabling Michael Goh to assess employee skills and capabilities.
Visual representations of competency levels provided an easy-to-understand overview of employees’ strengths and areas for improvement.
Integration with Appraisals Management allowed for seamless alignment of competencies with performance evaluations.
Creating a Cohesive UI Element and Icon Library
As part of the UX redesign process, we recognized the importance of consistency and visual coherence in enhancing the overall user experience. To achieve this, we undertook the task of creating a comprehensive UI element library and an icon library for the Deskera HRM application.
UI Element Library
To ensure a cohesive and harmonious design across all application screens, we meticulously crafted a UI element library that included various button styles and a touch of Neumorphism. Neumorphism, also known as Soft UI, is a modern design trend that combines elements of skeuomorphism and flat design, resulting in buttons and components with subtle shadows and highlights, mimicking the effect of real-world materials.
Our button styles focused on simplicity, with a hint of depth to add visual appeal. The buttons were designed to have a clean and minimalist appearance, aligning with Deskera’s vision of empowering small businesses through user-friendly interfaces.
- Primary Button: A prominent button style with a subtle Neumorphism effect, indicating important actions such as “Save,” “Submit,” or “Create.” Its vibrant color scheme and shadow effect drew users’ attention to the primary call-to-action.
- Secondary Button: This style represented secondary actions, such as “Cancel” or “Back.” It featured a lighter color palette and a softer shadow effect, maintaining visual consistency with the primary button.
- Text Button: A subtle button style with no background color, presenting actions as a simple, underlined text link. This style was used for non-primary actions to avoid overwhelming users with too many visually dominant buttons.
Icons play a crucial role in guiding users and conveying information quickly. With Deskera’s focus on scalability and responsiveness, we decided to use SVG icons in the application. SVG (Scalable Vector Graphics) icons ensured that the visual quality remained intact across various screen sizes and resolutions, catering to different devices.
Testing and Launch
- Usability Testing: Representative users from each persona were invited to navigate the redesigned application and perform common tasks. Feedback was collected to identify any remaining usability issues.
- Compatibility Testing: The application was tested across various devices, browsers, and operating systems to ensure compatibility and responsiveness.
- Performance Testing: The application’s performance was assessed under various load conditions to ensure it could handle multiple users seamlessly.
- Security Testing: Stringent security tests were conducted to safeguard sensitive data and protect the application from potential threats.
Launch and Results
- Improved User Satisfaction: User feedback indicated a significant increase in satisfaction with the new UI and UX. Positive comments revolved around the ease of use, clarity of instructions, and enhanced overall experience.
- Reduced Customer Churn: With the implementation of intuitive interfaces and efficient workflows, customer churn was reduced substantially. Clients appreciated the seamless navigation and enhanced features.
- Increased User Engagement: The redesigned application saw a notable increase in user engagement. Tasks that were previously tedious and time-consuming were now completed more efficiently.
- Expanded Customer Base: The revamped application successfully attracted new clients in new markets. The modernized UI and user-friendly experience appealed to a broader audience.
- Positive Business Outcomes: The combination of improved user experience and customer satisfaction led to positive business outcomes for Deskera. The company experienced increased revenue and strengthened its position in the market.
Through a meticulous UX redesign process, Deskera successfully transformed its HRM management solution, addressing customer pain points and business challenges. By creating detailed user personas and utilizing the UX matrix, the team crafted a user-centric design that catered to the diverse needs of hiring managers in Singaporean IT companies. The comprehensive testing and successful launch of the redesigned application further solidified Deskera’s commitment to empowering small businesses globally. The revamped application now stands as a testament to the power of user experience in driving business growth and customer retention.