Board Vision Admin Platform
Role: UX UI Designer
Duration: 2018 ~ 2021
Platforms: Web
Overview
⁉️ Problem:
Co-secretaries need a way to manage their work with Directors and Shareholders’ asynchronously. It is impossible to track all the documents and changes with the current system capability.
🔎 Opportunity:
A board meeting platform that allow users to:
- To create an intuitive experience to allow co-secretaries to manage and update the documents according to shareholders’ remarks.
- End-to-end services integrated from Board.Vision to allow Directors and Shareholders work asynchronously with their co-secretaries.
- Digitise and automate the filling for annual return for shareholders and directors with ACRA
✨ Impact:
- Over 500 meetings was scheduled through Board.Vision til date
- Over 1,000 documents were reviewed, iterated and approved through Board.Vision
- Annual return filing with ACRA was successfully automated
🧑🏻💻My Role:
Led the team in user research, user flow, UI & UX redesign, design system, prototyping, stakeholder management, usability testing.
Design Process
Priorities & Goals
- To gain the domain knowledge in co-secretaries services
- To understand the workflow and from Administrators with the Shareholders
- To replicate a similar experience from their daily work with pen and paper to a digital platform
User Research
In order to fully understand and gain the domain knowledge, I have spent 2 to 3 weeks to pair up with a co-secretary to observe their workflow and interviewing them.
- Pair-up Observer (I spent weeks pairing up with a co-secretary to observe how they conduct their daily work and study the documents they provide to me)
- User Interviews (I asked them as many meaningful questions during the pair-up and took note of it)
Pair-up Observer
I was paired up with a co-secretary to observe and take note of their daily work so that I understand the nature and expertise of the service. I was also handled multiple documents such as annual filing form, registration of shareholders, allocation of shares, etc to study.
User Interviews
During the pair-up observation, I was also allowed to ask them as many questions to further understand the objective and key roles of the service.
Interview Questions
- How often does a shareholder meeting happen?
- Who is responsible to held the meetings?
- Which stakeholders are usually involved in the process?
- What are the critical elements to these meetings?
- How long does the preparation works take?
- How do you communicate on the changes on the resolutions and approvals?
Key Insights
Communication
between co-secretaries and shareholders are very poorly managed. Shareholders usually have busy daily schedule, so communications are done through email. Multiple iterations are needed due to lack of visuals and poor language command within the email.
Processes
of some of the filing are extremely complicated and information heavy. As a shareholder with hectic work schedule, it is easy to miss out some of the essential details and documents. This causes delay for both sides to complete their tasks.
Collaboration
between both parties is weak due to multiple factors such as lacking the right tools, time availability, and this proves that a tool to provide flexibility to work asynchronously will greatly improve their productivity.
Productivity
is low, due to the multiple reasons mentioned above.
Domain Knowledge
of the field is complex. Hence, most businesses rely on co-secretary services to help them.
Persona
1. Shareholder
Raymond, 65
Shareholders are the main consumer of the service. They have hectic work schedule and they need multiple amendments to be made on their documents everyday. However, due to time, they find it impossible to communicate their needs properly to the co-secretaries.
2. Co-Secretary
Laura, 40
Co-secretaries are the backbone of these services. They handle tons of documents per day to amend and update to their clients request.
User Journey
Key Features
These are the four key features are designed to improve user productivity by improving the ability to work asynchronously with lesser effort for administrators.
Feature 1
Task Management System
Feature 2
User Management System
Feature 3
ACRA Filing Automation
Feature 4
Template Creation
Feature 1
Task Management System
Problem Statment
As an administrators, there are too many updates and changes to go through daily. I wished there is a way to notify and highlight the update that I have to know.
Opportunity
- A task management system that notify and highlight the changes of the document or meeting items.
Feature 2
User Management
Problem Statment
As a administrator, I want to manage my user rights, so that confidential information can be protected
Opportunity
- A user management system that gives and restrict rights to what to be seen and action to be taken from user to user.
Feature 3
ACRA Filing Automation
Problem Statment
As a administrator, I want to automate ACRA filing procedure for my clients because the process can be tedious and complex.
Opportunity
- A digitised ACRA filing through one-time setup so that it can be reused for the same filing every year.
Logic
Feature 4
Template Creation
Problem Statment
As an administrators, it is too time consuming for me to email all my clients to sign a their approval or submit a document.
Opportunity
- A email automation to send to shareholders to ask them for approval and documents to be submitted with notification.
Design System
Board.Vision design system is focused to create a better legibility, visibility and less friction.
Some inspiration are taken from real life concept such as traffic light colour in hope it can guide older users to complete their tasks.
Board Vision App
Board Vision is the frontend application used by co-secretary’s client — the shareholders and directors to review, approve their document during board meetings.
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