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Management system for SSSF

The SeoulTech Startup Support Foundation (SSSF) is an entrepreneurial institute within the Seoul National University of Science & Technology that plays a key role in supporting alumni startups and fostering entrepreneurship by providing access to various facilities such as office spaces, maker spaces, and seminar rooms. Despite managing a large volume of resources and data—from current tenants to past startups—they relied on Excel spreadsheets, which led to inefficiencies in operations and booking systems.

To address these challenges, I developed a digital product, a cloud-based operation system that streamlines these processes, making it easier for staff and tenants to manage shared spaces, equipment, and communications, ultimately strengthening the entrepreneurial ecosystem at SSSF.

Type

• Web UX/UI Design

• Operation System

• B2B Design

• Freelance Work

(Founder/Product Designer

at own Stealth Startup)

Duration

2022 Nov - 2023 Feb

(4 Months)

Team

2 Developers,

2 Designers,

1 Researcher

What I Did

• End-to-End Design

• User Flow Development

• UI Component Design

• Design System Creation

• Stakeholder Communication

Feature 1.

Find easily

products with filters.

Feature 2.

Manage easily current and past tenant.

Feature 3.

View & organize messages clearly

Feature 4.

Manage & monitor insights effortlessly

The Impact

70%↑

70% improvement in workflow efficiency, as reported by facility managers.

30%↓

30% reduction in error rates, streamlining operations, and improving overall accuracy in facility bookings.

90%

90% of facility managers reported that the new system made managing resources more efficient.

End-to-End Process

Problem Statement

Challenges in Management System

SSSF currently relies on Excel spreadsheets to manage a dynamic inventory of facilities and equipment, leading to frequent mistakes due to simultaneous updates. Additionally, users encounter challenges with a cumbersome booking system, including issues with real-time availability and poor communication about maintenance.

User Research

Who is The User?

We conducted user interviews via Zoom with two SSSF staff members and one facility manager. During the sessions, they shared a video of their current management system, which relies on Excel sheets.

Key insights from the interviews included:️️

User A: SSSF Staff

"It's hard to manage everything at the same time,

managing space booking to handling historical data, without errors creeping in."

️️User B: Facility Managers

"It's tough to keep track of real-time updates, coordinate maintenance,

and communicate with other departments efficiently."

What’s Their Current Workflow?

During the Zoom interview, we reviewed the recorded video, capturing screenshots and notes to identify pain points and limitations. We also compared the SSSF system with similar platforms, highlighting key features like real-time equipment tracking, automated booking systems, and integrated maintenance alerts that could significantly improve efficiency.

Big Takeaways

01. Users feel the current system slows down tasks.

→ Need a centralized dashboard that integrates facility booking, and tracking in one interface.

02. Users find it hard to keep track of historical data.

→ Need a cloud-based system that instantly updates inventory from current to historical data.

03. Users struggle with missing important updates.

→ Need notifications for maintenance schedules, booking confirmations, and urgent updates.

The Goal

How to make efficient communication and resource management, driving operational excellence and supporting the entrepreneurial ecosystem?

Key Changes in the Architecture

Before:

✔ Disjointed system relying on Excel and manual processes.

✔ Inefficient tenant and facility management, leading to delays and confusion.

✔ No real-time data or notifications.

After:

✔ Centralized, cloud-based system with automated workflows.

✔ Real-time updates/alerts streamline tenant management, facility bookings, and equipment tracking.

✔ Built-in communication system reduces reliance on external tools, improving coordination.

Ideation

Feature 1.

How to find up-to-date facility and equipment information easier?

User Journey Mapping

We began by categorizing the various departments within SSSF, through a detailed analysis of their day-to-day workflows, we tracked how different teams interact with the system, from maintenance staff updating equipment status to administrators managing facility reports.

Screenshot_2024-09-19_at_2.29_.50_PM_.png

Screenshot_2024-09-19_at_2.44_.01_PM_.png

Affinity Mapping

We conducted an Affinity Mapping exercise. This method helped us identify the key tasks and challenges users face when navigating the system.

Screenshot_2024-09-13_at_9.42_.08_PM_.png

Screenshot_2024-09-13_at_9.42_.22_PM_.png

Initial Sketch

Screenshot_2024-09-13_at_9.54_.03_PM_.png

Screenshot_2024-09-13_at_9.54_.17_PM_.png

Feature 2.

How to manage tenant enterprises more efficiently?

We started with the challenge of handling a list of around 140 companies due to inadequate categorization. To address this, we propose designing an intuitive dashboard that integrates tenant management tasks with real-time updates. By adding features to track and categorize tenant information based on occupancy periods and expiration dates, the dashboard will streamline tenant management and make it easier to update and organize tenant data efficiently.

Initial Sketch

Screenshot_2024-09-13_at_10.01_.09_PM_.png

Feature 3.

How to check the urgent task effectively?

In this phase, we explored how employees currently manage urgent tasks and identified several inefficiencies. Right now, employees rely on passive methods or separate software to track tasks, often leading to missed deadlines or unnecessary manual follow-ups. To address this, we brainstormed the idea of introducing a synchronized notification & message system.

Paper Prototyping

Screenshot_2024-09-13_at_10.05_.10_PM_.png

Screenshot_2024-09-13_at_10.01_.30_PM_.png

Feature 4.

How to effortlessly monitor in real-time?

Additionally, we examined how staff and tenants can efficiently track activity through the main home dashboard. We identified challenges like limited access to real-time information and reliance on fragmented systems, leading to missed opportunities and booking conflicts.

To resolve these issues, we created a centralized dashboard that consolidates vital information with real-time visualizations, including charts and tables for resource availability and booking status. The integrated notification system provides instant alerts for confirmations and conflicts, keeping users informed.

Initial Sketch

Screenshot_2024-10-10_at_3.01_.34_PM_.png

Usability Testing & Iteration

I conducted a usability test using a clickable prototype with 5 facility managers and 5 SSSF staff. The testing primarily focused on the three main features designed to address and resolve key pain points.

1. Facility Management

✔️ 80% of users preferred iteration 1. 'drop-down' category feature over the alternative.

✔️ Users preferred the simplicity and felt it was intuitive for quickly locating specific facilities.

✔️ Users found it faster to filter by type without the need to scroll or search through long lists.

2. Tenant Management

✔️ 85% of users preferred iteration 2. it made it easier to track occupancy without confusion.

✔️ Current" and "Past" buttons allowed them to access relevant tenant information quickly.

✔️ Users found the "Industry" dropdown category feature helpful for tailoring their searches.

3. Notification & Message

✔️ Over half of users felt distracted, when checking their notifications/ messages in the extension.

✔️ However, they acknowledged the need for this type of alert function to stay on top of urgent tasks.

✔️ To reduce distractions from pop-up notifications and extension displays, we decided to create a message box menu in a tab, enabling users to access all communications in one organized location.

4. Home (Dashboard)

✔️ Most users leaned toward option 1, saying the graph made it easier to understand the distribution.

✔️ While a few appreciated the depth of option 2, they found it too dense for everyday use.

Design Concept

Following SSSF Design Guide

To start, I visited the SSSF website to explore their brand design guidelines. I gathered information on their specific fonts, text sizes, and color schemes to create a design concept that truly resonates with the brand's identity.

Design System

How to Shape Components for

Clarity and Confidence

During the design phase, we noticed the risk of users feeling unsure about their actions due to overloaded information on a single page. We designed a consistent color system to ensure clarity: light blue and dark blue for standard interactions, and turquoise to highlight changes. This helps users quickly spot edits and confidently proceed without second-guessing their actions.

Final Design - Feature 1

Final Design - Feature 2

Final Design - Feature 3

Final Design - Feature 4

What I Learned

Limitations & Concerns

✔️ I discovered that managing real-time updates is trickier than I expected, especially with ensuring facility availability syncs correctly for all users.

✔️ The reliance on color-coded status indicators made me aware that not everyone can easily interpret them, particularly color-blind users. This highlighted the need for more inclusive design practices.

Growth Points

✔️ I developed skills in working with complex data, which enhanced my ability to merge user-friendly designs with more intricate system features.

✔️ This experience taught me the importance of accessibility in design, pushing me to think about alternative ways to convey information beyond just visual cues.