Litsa Babalis, product designer
1 year
Industry: Enterprise software

Scheduling as a Decision-Making Tool

Redesigning a high-visibility shift management tool used by 100k+ frontline workers — reducing edit friction by 30% and unlocking mobile adoption.

Manage schedule screen on web
Role

Lead product designer

Paired with

Design team, Design systems lead, Content designer

Platform

Web, Tablet

I design enterprise software that simplifies complex workflows. From scheduling to communication and engagement, my focus is on creating intuitive tools that support large teams and critical operations

01 The problem

  • Lacked visual hierarchy, making it difficult to quickly scan and interpret shift coverage and staffing gaps.
  • Tables aren’t inherently responsive, and legacy layouts failed to adapt well across screen sizes—resulting in clunky, inconsistent experiences on desktop, tablet, and mobile.
  • Limited visibility into real-time issues—such as absences, breaks, and missed punches—made it harder for managers to take quick action.

02 Research

I collaborated with customer-facing teams and industry experts to understand the day-to-day challenges of floor managers. Through interviews with managers across sectors, I identified a consistent need: quick access to actionable information. Managers wanted to know when to add shifts and which employees to assign — based on availability, skills, and performance — without being overwhelmed by data. The research guided our focus on surfacing the right insights at the right moment.

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I need to quickly see who’s available and best suited for each shift without digging through multiple screens. It’s crucial to have all the relevant information at my fingertips so I can make decisions on the fly and keep everything running smoothly.

Sarah, Store Manager

03 Ideation

I explored industry patterns and gathered feedback from cross-functional teams to shape a user-friendly interface tailored to real-world scheduling needs. Design reviews and stakeholder input played a key role in refining workflows and surfacing critical information effectively.

  • Analyzed scheduling apps to identify effective UI patterns and interaction models.
  • Held design reviews and prototype walkthroughs with stakeholders to align on priorities and workflows.
  • Partnered with the customer success team to validate usability against real-world scenarios.

04 Testing

The initial direction involved using a masonry-style grid layout to create a flexible, visually appealing structure for displaying scheduling data. However, after testing with real users, we found that the grid was difficult to navigate for quickly comparing and analyzing data, which was crucial for decision-making. This led us to pivot and refine the design to prioritize clarity and ease of use.

Throughout this exploration phase, I continuously worked with the design team to evaluate different approaches and hone in on a solution that would meet the needs of managers in real-world environments.

A table comparing commonly used scheduling apps
Pros and cons of commonly used scheduling apps

05 Learnings

Wrapping up this project, I gained valuable insights into balancing complex information with intuitive, user-friendly design. Here are some key takeaways:

  • UI and Pattern Exploration: Researching various scheduling apps gave me a solid foundation in identifying effective UI elements and patterns. It was fascinating to see how different designs tackle similar challenges and which strategies worked best in improving usability.
  • Simplifying Complexity: I learned how to present complex data in a way that’s easy for users to digest. The process taught me the importance of focusing on the essential information that users need to make quick, informed decisions.
  • User Feedback Integration: This project reinforced the importance of constantly integrating user feedback. Testing prototypes and getting input from both managers and the customer success team helped refine the design to meet real-world needs.
  • Balancing Functionality with Usability: I recognized the need to balance functionality with simplicity. The challenge was making sure the system could handle multiple dependencies without overwhelming the user.
  • Collaboration and Iteration: Working with cross-functional teams, including design, customer success, and operations, highlighted the value of collaboration and iteration in creating a product that truly supports user needs.

Overall, this project reinforced the importance of blending user insights with practical design solutions. I’m excited to see how these improvements will help managers streamline their scheduling tasks and keep everything running smoothly.