LTIMindtree Seat booking Portal

HMW create a simple, flexible, and reliable seat booking system that allows LTIMindtree employees to easily reserve seats remotely?

Overview

After L&T Infotech merged with Mindtree in 2022, their separate seat booking systems had to be combined into one. The problem? The existing system was old, built back in 2013, and not ready to handle the needs of a larger workforce. Employees struggled to book seats remotely and often had to contact the Admin team or visit the office just to find a place to sit. This created extra work for Admin and security teams, who were overwhelmed with booking requests.

We needed a solution that would make booking a seat easy, flexible, and quick—one that employees could use on their own without relying on Admin help.

Role

Sr. UX designer

Team

Me,
1 Product manager
3 Developers

Project tenure

8 weeks

Tools

Adobe XD
Adobe Illustrator

The challenge 🎯

The merger of L&T Infotech and Mindtree has made the outdated seat booking system difficult for employees to use, creating frustration and putting extra work on the Admin team. We need an easy-to-use system that lets employees book seats on their own, helping everyone work more smoothly.

Business Statement 🏦

LTIMindtree needs a modern seat booking system to make booking easy for employees, reduce Admin & Security support, and support flexible work styles, which helps to lower costs from manual assistance, and create a better workplace experience in line with LTIMindtree’s hybrid work model post merger.

The solution 💡

The new seat booking system for LTIMindtree is a simple, user-friendly solution that allows employees to book seats on their own, reducing the need for Admin help.

We have introduced Automated Seat Suggestions, Flexible persona wise booking, Self-Service Modifications, and My Corner to make seat booking much more simple and personalized.

Timeline

A rough visual representation of the whole process from inception till measurement

My process

Research🔍
The Research phase helped us understand the challenges employees faced with the old seat booking system, allowing us to gather insights to design a better solution.

Stakeholder Interviews

We started by meeting with key stakeholders (HR, Admin, IT) to understand the business goals and issues with the current system. They shared that the old system, built in 2013, couldn’t handle the larger workforce, causing frequent problems like overbooked seats and reliance on Admin for bookings.

User Interviews

We then interviewed employees to hear about their experiences. Key findings included:
- Hybrid workers struggled with booking seats for occasional office visits.
- Remote workers had trouble planning their in-office days.
- Many employees had to rely on Admin help for booking, which added extra work for the Admin team.
Surveys

To gather broader data, we sent out a survey asking employees about their seat booking preferences. Results showed:
- 45% of employees needed a last-minute booking option.
- 73% wanted a more intuitive mobile booking experience.
- 30% often needed assistance for bookings.
Personas

Based on research, we created personas representing different user needs:
Brainstorming 💭
We used the SCAMPER technique to rethink existing features and explore new functions. Here are some of the key insights we got from SCAMPER.

Key Insights

Smart Recommendations: Suggesting alternative seat options in the same building or campus if the preferred seat is unavailable.

Streamlined Preferences: Allowing users to set city, campus, building, and floor preferences at the start.

Integrating with Calendar & Facility Management: For sending seat remainders and to improve office layout.

Create HR reports: To help optimize office space during peak times and to allocate WFO schedule accordingly
Ideation 💡

After the brainstorming session, I sat down with the Product Manager for an ideation session using the Crazy 8 technique. Then, we reached out to PMs from other business units and key stakeholders to vote on the top 10 features.
Define ⭐
Key User Needs
- Effortless Booking: Users wanted a straightforward booking process where they could select a seat in seconds.
- Availability Transparency: Real-time updates on available seats, alternative suggestions, and the flexibility to choose recommended slots if preferences weren’t available.
- Self-service Features: Users requested options to cancel, modify, or check their booking status independently.
- Consistency Across Devices: The need for a mobile-friendly version of the application was evident, given the hybrid working style.