Tools
Figma
Adobe Illustrator​
Miro
My Role​
UX Design
Research
Strategize
Timeline
3 Days
Design process
Objectives
Research
Analysis
Solutions
User testing
Objectives
Understanding the problem
Purpose of a Task Management App
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To organize and manage the tasks/projects
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To track & analyze the progress
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To Document & share information
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To be efficient and productive
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To allow flexibility
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Foundation of task management
A management system is based on these core principles:
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Task and Project Organization
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Collaboration
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Time and Resource Management
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Data-Driven Decision Making
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Agile Methods
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Research
Company Research
User Research
Market Research
Company Research
Before starting the research phase, it's important to recognize that while research methods remain consistent, the process and approach vary based on the project’s complexity, stakeholder priorities, and resource constraints. Each project requires flexibility in approach while using proven methods to gather insights and achieve goals.
For this task, I focused on designing a task management tool tailored to the specific needs of a cybersecurity company. Given the unique challenges in cybersecurity, I adjusted the research and design process to address industry-specific needs, such as incident management, automation, real-time collaboration, and security compliance, aligned with the company's business objectives.
Why?
Why would the company require a new management tool?
The requirement of company does not align with the existing task management tools
or
Trust issues with using a third party tool
Understanding the company on these metrics​​
Core functions of the company
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Types of projects
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Different teams and roles
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User Research
Before beginning the user research,
I try to gather information on the following
​Research Method​
​Interviews, Surveys, Focus groups, Usability testing, Contextual inquiry​​
Metrics to explore for research
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Core values
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Roadblocks and challenges
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Priority in tools for the team
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Priority tool of every individual member
Sketching the eco system of a smallest team to understand role overlaps
User Research findings
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After compiling all the research insights, these were a few things I narowed down to what the company would prioritize and value the most by affinity mapping and thematic mapping
Expectations Based on Similar Characteristics
Possible workflow​
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I sketched a general sequence of activities and interactions involved in managing tasks and projects within the company. This gave us a base foundation to design a system best serving the company’s needs
Market Research | Competitive Analysis​
Researched the existing task management tools on the following metrics
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Task creation
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Assign tasks
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Resolving Task
User pain points and UX gaps with the existing platforms
Project management tools like Jira and ClickUp offer powerful features but can overwhelm non-technical users with cluttered interfaces, making simple tasks time-consuming. Configuring workflows and automation is often too complex for teams without dedicated administrators, limiting usability.
Additionally, tools like Asana and Wrike offer integrations but may fall short in niche industries like cybersecurity, where integration with specialized platforms is crucial.
Simplified interfaces, role-based customization, and expanded integration options could significantly enhance user experience and adoption.
User Personas
My three user personas focussed on :
1) Project Manager
2) Software Developer
3) Product Head
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Project Manager
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Product Head
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Developer
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Workflow
Designing a system of Workflow
After understanding the gaps in the existing systems and addressing the needs and priorities of our target audience. I designed a system tailored for the target audience and bridging the gaps in the existing User Experience system
Task Management Workflow
With the base sketch, I created a more detailed sitemap clear workflow and is divided into 4 phases:
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Task creation
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Task assignment
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Task Management
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Task resolution
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Wireframes
Created wireframes for the following screens
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Task creation
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Task assignment
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Task Tracking
Homepage
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Default page setup, can be customized to particular user’s needs. ​ Give quick access to user’s tasks, projects, messages, and option to add more widgets
Hamburger menu for sidebar
Sidebar tools for quick access
Shares a list of tasks assigned to you according to chosen filters
Quick view in Inbox
Lets you add more tiles on homepage for quick view
Nav bar for quick actions and search
Customize layout of the home page
A status bar for quick update on task completion and collaborations by day/week/month
Quick overview of all the project folders you are involved in with small notification of any new updates if any.
Can create a new project too.
You can sync your calendar to sync meetings/deadlines/urgent tasks assigned/overview of monthly workload
Homepage
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A version with sidebar open and shows options for quick access
Quick Action Menu
Profile Settings
Settings
Add new task
Your tasks
Notepad
Homepage
Quick view to assigned tasks
Inbox
All resources and files of the projects
Timesheet Access
All the files/tasks/projects you have marked Fav
Insights/Dashboard with all details
All assigned projects in detail
Teams you are a part of
Creating projects/tasks ​
When a user clicks on creating a new project/task
Create a project from pre-made templates for your task requirements
Create a project from scratchs platform
Import a task from other platform to this platform
Creating projects/tasks from scratch
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Filling all the fields from the start with project type, description, deadline, project access
Duration of the project, can be switched to sprint too.
Specifics of the project
Default view setting in which the project will operate.
Establishes access and permissions
Project Overview
Detailed description of the entire project with the team members, project status, activity updates, task list and options to view the project
Shares the roles of the member on the project, can edit the permissions, access, tasks, workload, performance analytics, & add members if needed
Can see the list of the tasks within the project, and also add, remove, assign them.
These are the options in which the project can be viewed and more, this is just the default setting and can be customized.
Keep track of your project with this tool
Live updates of the projects will be displayed here.
Task Assignment

The screen shows the overview of all tasks in the project and can be categorised by various metrics
The list of task categorised by task status
Task Assignment
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A screen showing how the task might look while assigning and the options and features it offers the users
Notifies the project assigner for clarification
The Left side:

User logs all the specifications of the tasks.
Assignee can be be looked up by specific categories for quicker segregation.

Lets the user customize the specification,
Raise flag over the task, Delete task, add collaborators and can be customized for more specific instructions and requirements
The right side:
Comments and activity will be logged in this section, lets you tag users and mention people assigned to this task or are assigned as watched
Dashboard Task tracking (Individual)
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This page is on its default setting and the metrics and parameters can be customized and changed to view particular insights
Report of the selected tasks, tracks when was it opened, who opened it, how much time the person spent on the task,etc.
Report of the selected tasks, tracks when was it opened, who opened it, how much time the person spent on the task,etc.
Know about any specific task or project with these filters
In this dashboard, you can see the reports based on the choices you make, you can get specific and know everything about a small task:

1. Select Company

2. Select Department
3. Select project
4. Select assignee(optional)
5. Particular task
Path of the current window
Options to view the task analytics
Tasks report:
Depending on the filter user chooses, they will see this default dashboard tiles.
They can be changed to what the user might want to track.
Workload reports for any particular project /team/assignee by the work status
(not started /completed/ in-progress/paused)
Performance tracker for particular assignee/team
Gives report of selected sprint’s
Progress, roadblocks, risks, limitations, task lagging, etc.
Dashboard
 Task tracking (Team)

This page is on its default setting and the metrics and parameter can be customized and changed to view particular insights
Options to view the task analytics
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Setting to customize the insights with different metrics and filters
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Clear the selected settings
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Add new section to the current valuation metrics
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Team tracking by task status and progress over time
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Options to change the tracking of time to status/assignee specific/company,etc
Can add more tracking tools
Task block indicating the task taking up the space and time and upon clicking it, it directly opens up the task