Scope: Merge Timeline, Roadmap, and Collaborations into one calendar page, design a 2-click scheduling flow, add clear states for active/scheduled/finished, test and iterate.

Primary Goal: Increase active users and completed challenges, reduce time to schedule, reduce support requests from HR managers.

Timeframe:  4–5 weeks (with multiple usability testing sessions and iterations)

My role: Project Lead (Research, information architecture, wireframes, high-fidelity design, usability testing, developer handoff)

Actors: Emmanuel Job

Results:  

• Scheduling now takes two clicks

• Active users up 155% in six months

• Challenges completed up 745% in six months

• HR managers schedule initiatives independently

Why the old scheduler blocked adoption

The original initiative scheduler split scheduling across Timeline, Roadmap, and Collaborations pages. This led to a fragmented and confusing experience for HR managers. Terminologies were unclear, navigation was complicated, and managers couldn’t operate the portal without being handheld.

• Redundant and overlapping scheduling tabs (Timeline, Roadmap, Collaborations)

• Ambiguous terminology that confused users

• Complex flows that forced HR managers to rely on NewU staff for setup

• No autonomy for organizations to manage initiatives independently

Three pages trying to do one job(old design) 1.1

HR managers needed hand-holding to schedule anything

To identify the core issues and gather data for the redesign, I conducted:

• Usability Tests: Observing how HR managers interacted with the portal to uncover pain points.

• Competitor Analysis: Examining scheduling flows from industry leaders to benchmark best practices.

• Analytics Review: Identifying drop-off points where users struggled most.

Key user pain points:

• Complex navigation, unable to identify where to go to perform simple actions.

• Difficulty understanding core concepts within the portal.

• Confusion caused by unclear terminology.

• Frustration due to the inability to manage scheduling independently.

  
  

We set a simple goal: schedule in two clicks

I redesigned the experience into a single calendar-based scheduler. This unified view allowed HR managers to easily:

• Create and schedule initiatives in just two clicks

• Clearly see active, scheduled, and finished challenges

• Track progress across weeks without switching contexts

• Understand terminology aligned with real-world HR expectations

User testing ensured the flow was intuitive, and terminology was simplified for clarity.

I combined the timeline, roadmap and collaborations into one calendar

Users could now schedule initiatives in just two clicks.

Provided a clear and intuitive interface to set expectations immediately.

Time to schedule dropped and support tickets fell

Users could now schedule initiatives in just two clicks.

• 155% increase in active users in 6 months.

• 745% increase in challenges completed by users in 6 months.

• HR managers could now independently schedule initiatives without requiring external assistance.

Before vs After -

Before (Old Scheduler)

• Multiple tabs (Timeline, Roadmap, Collaborations) for a single function.

• Confusing terminology that users didn’t understand.

• Scheduling took multiple steps, requiring support from NewU staff.

• Fragmented view: HR managers couldn’t see the big picture at once.

After (Redesigned Scheduler)

• A single calendar-based page consolidating all scheduling functions.

• Clear terminology aligned with HR workflows.

• Initiative scheduling simplified to just two clicks.

• Unified view of active, scheduled, and completed challenges.

Before vs After 2.0