Promantime | My Site

OVERVIEW

The Managing Director, highlighted a problem with employees not logging their work hours daily, which affected the accuracy of recorded work and made it difficult to verify the effort put in.
- I, too, often logged hours weekly instead of daily. This delay makes it hard for employees to remember past tasks, complicating payroll processing.
The company’s policy requires accurate time logs for salaries to be released. Missing logs, especially for a month, can create discrepancies, delaying client payments and, in turn, employee payrolls.

Therefore, my manager sought a solution to encourage daily time logging and ensure consistency.

Company

Promantia Business Solutions

Duration

Role

2 months

UX Design Lead

An HR report showed that midway through the month, only 6% logged time daily, 70% started but didn’t continue, and 24% hadn’t started at all.
By month-end, about 10% still hadn’t completed their logs.

I spoke with employees about their reasons for not logging time. While higher-level managers were diligent, many others found it burdensome to log time after a full workday.
They felt they could recall their work by the end of the week, so they didn't prioritize daily logging.
Also, looking at the HR document that was shared had clear insights of employees not logging in their time.

I decided to map out a hierarchical task analysis to understand where users seemed to spend the most of their time

It seemed the process had too many steps, making it time-consuming and requiring excessive effort from the user. Simplifying and reducing the number of steps is necessary.

After identifying the user flow, I worked on building the information architecture and listing out all the key elements needed. Since this new application was intended for Promantia employees, the goal was to avoid requiring them to download a new app.
Therefore, I focused on designing a Progressive Web Application (PWA) with a user-friendly UI. I also explored branding ideas, including gamification as a potential approach.
Initially, I aimed to replicate the familiar user flow, but during discussions with the management team, they emphasized minimizing steps to ensure a seamless, straightforward experience.

At first, I tried to incorporate principles from the theory of persuasion, such as stickers, streaks (gamification), to enhance user engagement.
I introduced a "suggestions" feature along with a streamlined interface where users can easily log their time in a single step. If they need to add a new task, they can simply click on the "+" icon to do so.

The feature has been tested with users, who are now completing tasks quickly within just mere seconds as opposed to many minutes initially.
It is currently in production and under development.
To measure its success, it would be useful to compare the percentage of users filling in the timesheet with the app against previous trends.

Initially, I found myself replicating the existing user flow, but after presenting it, I recognized that it included unnecessary steps.
My manager pointed out that users need a quick and efficient process, especially when commuting home, without excessive cognitive load.
Additionally, instead of addressing the core issue of users not having time to log their tasks, I focused on encouraging them with stickers and incentives.
However, the real challenge is ensuring they log their time on time, rather than simply logging it at all.

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