Dell Summer 23’
Designing the Future of meeting experience
Job Type
UX Designer
My Role
User Research, UX/UI design, Product Concept, Video Prototyping
Design Tools
Figma, Miro, Adobe After Effect, Adobe Premiere Pro
Team Member
Yilia Liu
Time Periods
06.2023 - 08.2023
Project Objective
This project aims to investigate how traditional document might change in the next five years under the GenAI content, and how to enhance work efficiency in a meeting through internal employees.
Deliverable
I designed for an online sync-file meeting platform. Through 8 weeks of user research, design thinking, and UI prototyping, the impact of this project is to define the future trend in improving productivity in a meeting.
What’s the Problem?
Online meeting users frequently encounter discomfort due to disruptions from their surroundings, rigid meeting schedules, the challenges of organizing meeting files and agendas, the need for improved seamless sharing and collaborative utilization, and the persistent concern surrounding the privacy and integrity of internet security during internal meetings.
How might AI assisted technology enable meeting participants to organize and share files freely without fear in order to get best collaboration experience in the next 5 years?
Design Question
Who
What
Why
When
Design Solutions
I delivered a GenAI meeting platform for the internal employee, including three key features: 1) Enhancing APP Data synchronization, 2) Simplifying file sharing, and 3) Ensuring internal privacy and security.
App Data Synchronization
File-shared Simplification
Privacy & Security
Outcome
Use Case
Use Case 1: Managing and synchronizing files across this internal platform to ensure automatic and timely updates to each team member.
Use Case 2: Utilizing AI Intelligent system to conduct keyword-based searches on web sources and configuring meeting information.
Use Case 3: Capturing ambient meeting sounds and noise to protect the presenter’s privacy by enabling an avatar mode.
User Research
Why Meeting participants are Struggling?
User Interview
In order to understand user behaviors and the current pain points while preparing for a meeting, I conducted 8 participants who work as program managers, technical engineers, and UX designers in a 1-hour session of user interviews to investigate their perspectives and thoughts, here are the key pain points:
🔒 Ask me to get full access to the user interview spreadsheet:
1) Interrupted by physical noise;
2) Mess up on the file sharing process;
3) Lack of App synchronization；
4) Exposure of Internal Privacy;
5) No Meeting Notetaker;
6) Language Barriers;
Once I identified the meeting pain points, I realized those pain points don’t just happen during the meeting, but extend beyond both before and after the meeting. So I mapped the task of user journey map to find any actions and explore potential opportunities.
Analyzing User Journey Map
Organizing Brainstorm Workshop Sessions*2 (⏰1h)
What’s the future trend to improve meeting productivity?
In order to explore the potential opportunities for the future meeting, I organized an 1 hour workshop session twice with Dell colleagues, to explore the future meeting productivity before, during, and after meeting by asking them 3 questions.
Through the sessions workshop with 10 colleagues, I summarized their thoughts by tagging keywords and sorting orders by top priorities; here are the three key features:
1) Allow GenAI to search and find related topics of articles and website links;
2) Designing for AI Assistant to be the host, and allow meeting notetaker, host the meeting, and manage files;
3) Secure users’ privacy by checking for surroundings to automatically manage the camera and microphone.
User Personas
“As a technical engineer, the virtual background sometimes could not work. As a result, my privacy were been exposed to the public.”
“As an interaction designer, while I was presenting the process, I sometimes interrupted by the surroundings, like pop-up notification, noise, as a result, I wasted time on meeting.”
“As a program manager, while creating the meeting notes in a draft, I needs to summarize it after meeting, I has to spend lots of time-consuming.”
Storytelling Board
Design Iteration
Hand Sketch
High-Fi Prototype
The Next Step
Technology Architecture Diagram
Reflection
1) I would like to engage in discussions with our cross-functional teams to explore the flexibility and practicality of the sync function with different devices within the current technological landscape. Additionally, I need to test network speed to ensure high quality and synchronization for multiple users simultaneously.
2) If I had more time, I would like to proceed to perform usability testing from the user with whom I conducted the user interview. I would invite then to the platform and gather their responses.
