Redesigning Team Collaboration

How I transformed the team member addition flow by reducing the number of clicks, reducing the Time on Task (ToT), and increasing usability.

Role

Product Designer

Duration

8 weeks

Platform

Web

The Challenge

Our dashboard member invite process was frustrating users and hindering dashboard usage. The existing flow was complex and didn’t scale with growing organizations

Time-consuming process

Users had to create all team member profiles individually, making it tedious for larger teams.

Error-prone

Users would enter emails incorrectly and invitations would be sent to the wrong address without being able to edit it.

Poor usage

Pison employees would often take on this task of adding team members in order not to frustrate potential customers.

Low satisfaction

Both external and internal users would often complain about this feature.

The Process

A collaborative and systematic approach combining user research, competitor research, and iterative design.

User Research

Talked to users to gain an understanding of how they are using the feature, how fast they can complete it, and how frustrating it is to use.

Competitor Research

I wanted to compare the profile form method to the ways other companies invite members for collaboration. My favorite examples were from Google Drive and Figma.

Iterative Design

I worked on designs and then presented the ideas to the Chief Product Officer, a Product Manager, and a Software Engineer for feedback until we were happy with the solution.

User Interviews

  • Current User

    “Adding users one-by-one is infeasible at the scale of 50-150 users.”

  • Current User

    “Completing individual forms for each team member takes a long time and most of the fields are optional.”

  • Pison CTO

    “I often create teams and add team members myself in order to avoid making potential customers go through the frustrating process.”

The Solution

I focused on creating a bulk-add feature that is consistent with other platforms for recognizability and usability. These flows have minimal ToT and clicks.

Before

Complex Multi-Step Process

  • Minimum 5 clicks per added member

  • Unnecessary profile fields

  • Long and confusing form

  • Low task success rate

After

Streamlined Flow

  • Maximum 3 clicks to bulk-add members

  • Only the required profile fields

  • Simple, recognizable fields

  • Improved success rate and time on task

Key Improvements

  • Simplified invite flow

  • Easy bulk-add feature with helpful error messages

  • Group role assignment

  • Real-time role permissions explained