Designing a Centralized Platform for Vendor Meetings and Collaboration
MeetPoint - A Case Study by Bijoy Paul
Overview
This app is designed exclusively for a client to streamline meeting scheduling, management, and communication between the client and their network of vendors. It centralizes all meeting-related activities such as calendar scheduling, real-time communication, note-taking, and actionable meeting insights, delivering a unified platform that enhances vendor collaboration and operational efficiency.
Problem
The client faced challenges in efficiently coordinating meetings with multiple vendors across different schedules, leading to communication gaps, missed meetings, and difficulty tracking meeting outcomes and follow-ups. The existing system lacked a centralized hub, resulting in scattered data and administrative overhead.
Role
As the UI/UX designer, I was responsible for crafting an intuitive and visually cohesive user experience that aligns with the client’s brand identity and facilitates seamless interaction with core features including meeting calendars, messaging, notes, and scheduling.
Design Process
Research and Discovery
Collaborated closely with the client and key vendor stakeholders to conduct contextual inquiries, stakeholder interviews, and competitive analysis. Identified critical pain points such as inefficient meeting scheduling, fragmented communication channels, and lack of centralized meeting data. Synthesized findings into a detailed requirements document prioritizing features that would maximize organizational efficiency and vendor collaboration.
Information Architecture
Developed a clear site map and user flow diagrams to establish logical navigation paths. Mapped out core features including Meeting Dashboard, Meeting List, Real-time Messaging, Collaborative Notes, and Quick Meeting Scheduling. Ensured intuitive grouping and minimal cognitive load, enabling users to complete key tasks with minimal friction.
Wireframing and Prototyping
Created low-fidelity wireframes emphasizing layout, hierarchy, and usability. Conducted iterative walkthroughs with client and vendor representatives to validate flows and surface hidden user needs. Developed interactive prototypes for key screens using industry-standard tools to gather early usability feedback, refining designs based on real-world use cases and accessibility considerations.
Visual Design
Applied a cohesive visual language reflecting the client’s brand identity—utilizing a balanced teal color palette to convey trust and professionalism. Carefully selected typography for readability and established consistent iconography and status indicators to facilitate rapid information scanning. Designed responsive layouts ensuring an optimal experience across desktop, tablet, and mobile devices.
Testing and Refinement
Deployed usability testing sessions including remote user tests and on-site observations with real vendors and client teams. Collected qualitative and quantitative data to identify usability bottlenecks and interface inconsistencies. Iteratively refined interaction patterns, visual hierarchy, and accessibility compliance to deliver a polished, intuitive product that meets diverse user needs.
Outcome
- The app provides a centralized platform for scheduling and visualizing meetings with color-coded statuses, improving clarity and organization.
- Integrated messaging and note-taking features foster transparent communication and enhance collaboration between the client and vendors.
- The Quick Schedule functionality allows users to create meetings efficiently, streamlining the scheduling process.
- Responsive design ensures a seamless and consistent user experience across desktop, tablet, and mobile devices.
- Operational efficiency increases by reducing communication gaps and consolidating meeting management into a single hub.
- User feedback has been positive, emphasizing the intuitive interface and consolidated workflow as major strengths.