UX Design
Product Design

Taking flexible working to the next level

My Role
Head of Design
February 2020 - March 2023

Client Background

UMA is a workplace technology platform that integrate Office365 and Google Workspace to connect workplace calendars, collaboration software, and technology, resulting in valuable data insights and improved employee experiences.

Project Background

Upon joining UMA, I was introduced to a rudimentary MVP mobile app. Its primary function was to let users connect their Outlook calendars, facilitating simple room bookings through email notifications. At this juncture, the company had an array of potential features lined up in their roadmap, all awaiting design development. This is where I stepped in. Leading the design evolution, my contributions played a crucial role in obtaining next round of investment and onboarding well known brands like NHS, Manchester United FC.

Certain features of this project were developed concurrently with the requirements of another project, which involved the creation of a web application serving as a space and device management tool for smart buildings. These shared features were designed to seamlessly integrate within both projects, providing consistent functionality across platforms. The web app focused on optimizing the management of spaces and devices within smart buildings, offering a comprehensive solution for monitoring and controlling various aspects of the building environment. By aligning the implementation of shared features, a unified user experience was ensured between this project and the smart building management web app.

Problem Statement

The task is to create a solution that offers several key features. Employees need to be able to easily find and book available meeting rooms and desks, see how full a room is, and locate their coworkers. They also need to know who is in the office at any given time. For facility managers, it's important to include a feature for monitoring office air quality. This all has to be done while keeping in mind the various needs and usage of the rooms, and the possible existence of extra meeting spaces in the office.

Design Process

The Double Diamond design process was an excellent choice for tackling this problem statement due to its structured, yet adaptable approach. This method fostered expansive thinking during the 'discover' and 'develop' phases, enabling us to thoroughly explore all potential features and considerations. Moreover, it promoted critical thinking and decision-making in the 'define' and 'deliver' stages, ensuring that the solution was refined and focused. This process allowed us to adeptly navigate through the complexity of the task, ensuring we addressed all key features and needs, from finding available rooms to monitoring air quality. By testing and refining at each stage, we aimed to deliver a solution that truly met the needs of both employees and facility managers.


  • Design a user-friendly mobile for employees to easily find and book available meeting rooms and desks.
  • Enable employees to check the availability of meeting rooms, view occupied time slots, and claim/book a room when it becomes available.
  • Consider the urgency of room needs, short-term requirements, and the availability of alternative meeting spaces within the office.
  • Provide insights into the occupancy level of meeting rooms, allowing employees to gauge the room's capacity.
  • Facilitate locating coworkers within the office premises.
  • Offer real-time information on the presence of employees in the office.
  • Incorporate a feature for monitoring office air quality.

Research Strategy

The interview was conducted in order to gather information on booking a room for a meeting in the existing apps to better understand users' pain points by user-testing them into a specific task. We adopted a phased approach, implementing and testing each feature progressively. This strategy ensured that every element undergoes rigorous testing and refinement before we move on to the next, ultimately ensuring the highest quality of our solution.

To understand users' pain points regarding booking a room for a meeting in the existing apps, we asked them the following questions:

  1. Can you walk me through the process you currently follow to book a room for a meeting?
  2. Have you encountered any challenges or difficulties while using the existing apps for booking meeting rooms? If so, could you please describe them?
  3. Are there any specific frustrations or issues you face when trying to find available meeting rooms or time slots?
  4. How do you typically handle situations when you urgently need a meeting room but all the rooms appear to be occupied?
  5. Have you ever encountered any limitations or restrictions with the existing apps when it comes to booking meeting rooms for a short duration?
  6. Do you find it easy to navigate and understand the availability of alternative meeting spaces within the office through the existing apps?
  7. Have you experienced any difficulties in locating and identifying your coworkers' booked meeting rooms through the existing apps?
  8. Are there any particular features or functionalities that you feel are missing or could be improved in the existing apps for room booking?

These questions helped uncover pain points, frustrations, and challenges that users were facing while using the existing apps for booking meeting rooms. Gathering insights from their responses enabled us to identify areas for improvement and design a solution that addresses their needs effectively.

User Personas

Facilities Manager

Regular User

Booking Flow


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