#Adding a feature #UX/UI Design #Complex problem solving

Automated Job Templates

Designing pre-made job templates with automation triggers, personalized by localization managers

  • Job automation: Used by managers to create their own job flow and apply changes to the whole system quickly.

  • Auto trigger: A function that automatically assigns the next job to a translator.

OVERVIEW

TEAM

2 Engineers, 1 Designer, 2 Project Managers

ROLE

UX/UI Designer

TIMELINE

4 Weeks, Feb. and Mar., 2024

CONTEXT

Understanding the current process

In February, two months after we launched the v.1 of “E’nuff,” our translation task management platform, our team of 5 decided to take a look at how we can help localization managers ease the job creating process.

Here’s the previous flow how LPMs manage their jobs:

1) Once a customer makes an inquiry…

2) LPM creates a job list

Why create a job list?

  • To provide an accurate quote to the client

  • To organize jobs to assign to each freelancer

The Problem

“When creating jobs for each project, what’s the common point that you wish to improve?”

By asking questions to LPMs, we realized that they were struggling with time. They know they have to create the jobs, but they also know it’s a ton of repetitive, manual work, which causes them feel (1) they are ineffectively using their time, and it actually (2) slows their overall process from creating a quote to assigning jobs to freelancers.

THE GOAL/OBJECTIVE

To help LPMs make the best use of their time with creating jobs, creating an easy-to-use work space.

  • How might we decrease the amount of time LPMs spend on creating jobs?

  • How might we make it less burdensome when LPMs assign jobs to freelancers?

  • How might we make this job section more simple so that LPMs are excited to create jobs?

HOW MIGHT WE…

USER RESEARCH

Understanding our LPMs

Before creating solutions, it was important to have a better sense of how LPMs are creating jobs to understand better:

  • How LPMs create and assign jobs.

  • What gives them pain points.

As this was only 1 of the 5 features that we had to wrap up in a month, we decided not to spend too much time on in-depth research, but to ask direct questions to LPMs whom we initially had meetings with.

Key Findings

  1. LPMs receive requests for job flows that are very similar.
    "We received 5 YouTube translation requests today, and the process of the job flow for each is basically the same. 1. Translation 2. Translation 3. Translation 4. Proofreading. It’s just a pain when we have to create the same flow one by one every time.”

  2. LPMs have to check several times a day to see if Job #1 is done, so that they can let Job #2 freelancers to know they can start.
    "We let #2 and #3 freelancers wait, so that they can be guided by Job #1’s context and voice tones.”

  3. There are 2 main things to be considered when LPMs assign the next job:
    - Will we let a #2 freelancer know when Job #1 is partially delivered or completely delivered?
    - Will we share the completed Job #1 file to the next freelancer or not?

INFORMATION ARCHITECTURE

USER FLOW DIAGRAM

With the information we collected above, we brainstormed two features that could solve much of the repetitive, manual work and create an easy work process for LPMs.

  1. Add a feature to for LPMs to make ready-to-go templates.

  2. Add a feature to automatically assign a job to the next freelancer if two conditions are met (based on user choice): 1. Delivery status 2. Whether they will share files or not

This is how it would function after setting job templates:

DESIGN DECISIONS

Brainstorming

After understanding the feature requirements as well as two different features and their hierarchy, I explored different designs that will guide users to create their job templates and add automation triggers.

Mid-Fidelity Mockups

After sketching, I used Figma to design each option, presenting the reasons behind my final decision. I find it highly effective to give my teammates 3 options to evaluate, rather than merely working from one mockup that may have problems on its own.

1. Creating a job template

Options 1: List UI

👍: As a list structure, you can show many jobs than other designs options.

👎: Auto trigger section looks a bit cramped and not well-organized.

Options 2: Card UI

👍: Neat setting that clearly shows each job section.

👎: Users eyes are moving as a “Z” shape which can give a tiresome easily, and they may misunderstand that auto trigger is a part of Job section, not a separate feature that flows with timeline.

Options 3: Timeline UI WINS

👍: It shows job and auto trigger as individual feature and
it’s easy to notice that job is connected by a timeline.

👎: It can only show maximum 5 of jobs at once in one screen (1440px monitor); however, it’s more important to have a clear
design that eases the process than showing many jobs at once.

After users create job automations, they can see the list of job automations that include service type chips and automatic triggers. I explored 5 different ways—trying to determine which was most clear.

2. Job template list

1 - Visually appealing, but it’s unclear what each icon represents.
2 - Lightening icon doesn’t give a clear idea what it means.
3 - Share icon doesn’t specify what’s being shared; Lightning icon doesn’t clearly convey its meaning.
4 - Too simple that makes users hover on each dot to find out what it means (creates unnecessary effort).
5 - Simple and easy to understand (arrow icon clearly shows that “Proofreading” comes after “Audio description”).

As a result, I chose Option 5. The simple, gray-colored icon makes it easy to follow with the eyes on the list and clearly shows that each job is automatically connected. Additionally, we discovered that the file sharing feature is lower priority than the automatic trigger feature. Therefore, we decided to just focus on that most important element, ensuring simplicity and clarity.

FINAL FLOW

Final Job Automation Template Interaction

INTERACT WITH SCREENS

Prototype

CONCLUSION

Reflections & Takeaways

This project underscored for me the critical importance of ensuring that every design decision is purposeful and well-founded, whether it pertains to visual elements or structural components. Through this experience, I've come to appreciate that effective UX design isn't just about creating visually appealing interfaces—it's about crafting experiences that are intuitive, meaningful, and ultimately enhance user satisfaction.

The job template is now live, and our LPMs have been using it effectively, creating jobs in just one click! Below is the feedback we received from LPMs. My goal as a designer is not to stop here, but to continue identifying their pain points and turning them into opportunities to make their experience even more delightful.