adam.ai booking feature

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I was the product designer assigned to work on this project.

My role was to pitch the new features to stakeholders conduct user experience research and deliver the UI screens and user stories using Figma and Aha Board

The goal is to create a built-in booking tool that

• Ease the process of creating a meeting for internal users
• Achieve a connected experience from the very touchpoint of the creation process to conducting the meeting
• Enhance the external invited users' experience through the system

In our work to reach our business goal of being an all-in-one meeting experience, we found that we are missing some things

• Time and conflict management issues
• Incomplete experience
• Issues with external users in our current system
• New user acquisition challenges

Using the double diamonds model we approached this study

With the help of my team I studied all aspects of this feature to decide if we need it or not We pitched the work for the business and the whole team as follows:

• Discover:
  👩🏻‍💻 Research Approach
  ✍🏻 Gained Insights / Findings
• Define:
  ⚡️ Problem Statement
  💡 High-level Solution
• Ideate & Design:
  💎 Proposed Design Solution (UX-focused)
  Prototype (UX solution)
  Test

In the research we focused on our philosophy of being a product-led company which means we build a product that sells itself and create a highly usable and accessible product for our users We adopted and followed a user-centered approach concentrating on users and their needs in each phase of the design process We researched learned and analyzed users' needs and frustrations through investigative methods and tools

Starting with our personas who served as a high-level reference to answer the question of who are the users of this feature The buyer personas inspired us to define our main users:

• Executive
• Manager
• Team members

User Feedback

• Analyzed user feedback gathered from different channels
• Conducted user interviews

Study Competitors

• Studied direct and indirect competitors
• Collected insights from studying the competitors

Conclusion

• Defined use cases and roles of the feature
• Defined customer journey map

• Users use tools like Calendly, Hubspot, etc., to schedule external meetings
• Integrating meeting times with these tools is a challenge
• Addressing this gap is essential for accommodating external users and improving acquisition
• Leveraging existing booking tools or open-source solutions like Cal.com can expedite the process

The user research, feedback analysis, and competitor study indicate that the problem statement for the booking experience can be defined in four directions as follows:

• Time and conflict management issues: The old way of booking involves back-and-forth emails or phone calls to schedule and reschedule meetings due to conflicts in availability.
• Incomplete experience: We have validated that users often utilize booking tools and may pay for other applications like Calendly to arrange their meetings, using adam.ai solely to run those meetings. This indicates we are missing the initial stage of arranging a meeting.
• External existence in our current system issues: Booking must serve as the first experience for external users, as it is the initial step in meeting creation. Once booking is complete, we create a meeting in adam.ai with the same details as the invitee/external user, helping to define their role in the system.
• New user acquisition: Users will prefer an all-in-one experience and are likely to consider our platform for booking instead of their current tools, enhancing their overall experience and attracting new users interested in booking solutions.

To solve the defined problem statement our vision for the solution focuses on four directions:

• New business lead: We can leverage the booking feature to sell it as a separate product by making it a distinct feature in a separate portal.
• Save time: Users will be able to schedule and manage their bookings from adam.ai, eliminating back-and-forth emails to book time with someone. This allows users to manage bookings and meetings from one place, creating a connected experience on a single platform.
• Connected experience: Users will not only have a booking feature but also the ability to integrate their bookings with their meetings, enabling them to complete and confirm their bookings, which creates a meeting in adam.ai with all the details saved from the booking.
• External user existence: The booking feature serves as the initial experience and interaction for external users with the system, allowing us to begin defining their roles within the platform.

UX Focused Summary
We are building an already existing tool in the market that has clear use cases. The basic functionalities covered in our booking feature are as follows:

• Configure availability: Users can set up their availability on the booking configuration page, which syncs with their calendar and manages conflicts.
• Share times: Once availability is configured, users can share a booking page with anyone to schedule a meeting.
• Confirm booking: When the booking page is shared, invitees can choose suitable dates and times and confirm their bookings.
• Create a meeting: Once an invitee confirms a booking, a meeting is created with details such as invitee name, location, length, and more.
• Booking types: We offer two main booking types, which are the most commonly used in competitors' solutions:
  • One-on-one bookings: Invitees can book a meeting with a single person in your team.
  • Group bookings: Invitees can book a meeting with multiple team members, allowing for multiple hosts. adam.ai will read from users' availability and share this with invitees to facilitate booking.
• Separate component: Our booking tool is designed as a separate component in its own portal, integrated and accessible from the system, which can also be sold as a standalone tool to generate new business leads.
• Accessing the booking feature: Users can access the booking feature from the settings page under the bookings tab.
• Calendar sync: It is essential to have two-way sync with users' calendars to read conflicts and add new meetings.

Our Booking Epic Roadmap:

We will categorize features into three main categories:

• Basic features
• Performance features
• Excitement features

The booking epic has two main features:

• Configuration page
• Public page

Read here