Contact Database
Revamped Contact Database delivers enhanced user experience with streamlined structure and improved functionality.
Role
Role
Role
Product Designer, Product Manager
Type
Type
Type
SaaS, B2B
Year
Year
Year
2023
Overview
Background
Fohlio Inc. leads the industry in digital platforms that revolutionize project management and product specifications for global architects, interior designers, and construction professionals. The contact book feature plays a crucial role at Fohlio by centralizing and organizing critical communication and collaboration within the construction and interior design sectors.
User feedback highlighted several key issues, including difficulty in searching for contacts within the platform, issues with duplicate entries, and confusion in the contact creation process. Our stakeholders also identified challenges with the current contact dependency and its alignment with company roadmap.
Solution
In response, we undertook comprehensive enhancements:
Restructured the contact dependency model
Improved search functionality
Redesigned the contact creation workflow
Revamped the main interface for improved usability
Value Prop.
These enhancements establish a more scalable foundation for future features and significantly increase user satisfaction, driving higher retention and engagement.
Impact
40%
40%
LESS DUPLICATES
Reduction in duplicate caused by redundant information.
1.5x
1.5x
CREATION EFFICIENCY
Reduction in the time needed to create new contacts.
1.3x
1.3x
FASTER SEARCH
Quicker and more efficient contact retrieval.
Problem
⚡️ Interrupted Workflow
Users encountered disruptions in their workflow, especially when engaged in tasks that required interaction with external contacts. The challenges manifested in time-consuming processes for adding new contacts and difficulties in swiftly locating existing contacts. These issues became significant barriers to productivity and caused frustration among users who heavily depend on the contact database for their work.
📑 Duplicated Records Compromising Database Structure
Compounding the challenges, the existing organization structure of the contact database proved ineffective for certain users. This inadequacy compelled users to resort to the creation of duplicated records as a workaround to accurately capture contact information. This not only resulted in a fragmented and inefficient database structure but also introduced the risk of data inconsistency and mismanagement.
⚡️ Interrupted Workflow
Users encountered disruptions in their workflow, especially when engaged in tasks that required interaction with external contacts. The challenges manifested in time-consuming processes for adding new contacts and difficulties in swiftly locating existing contacts. These issues became significant barriers to productivity and caused frustration among users who heavily depend on the contact database for their work.
📑 Duplicated Records Compromising Database Structure
Compounding the challenges, the existing organization structure of the contact database proved ineffective for certain users. This inadequacy compelled users to resort to the creation of duplicated records as a workaround to accurately capture contact information. This not only resulted in a fragmented and inefficient database structure but also introduced the risk of data inconsistency and mismanagement.
⚡️ Interrupted Workflow
Users encountered disruptions in their workflow, especially when engaged in tasks that required interaction with external contacts. The challenges manifested in time-consuming processes for adding new contacts and difficulties in swiftly locating existing contacts. These issues became significant barriers to productivity and caused frustration among users who heavily depend on the contact database for their work.
📑 Duplicated Records Compromising Database Structure
Compounding the challenges, the existing organization structure of the contact database proved ineffective for certain users. This inadequacy compelled users to resort to the creation of duplicated records as a workaround to accurately capture contact information. This not only resulted in a fragmented and inefficient database structure but also introduced the risk of data inconsistency and mismanagement.
Research
🧑💻 Target User Group
Our target user group includes project managers and procurement managers responsible for managing the company's contact database. Their roles involve adding and removing contacts, organizing information, selecting suppliers for items, sending and requesting procurement documents, and approving specific tasks as part of their daily responsibilities.
User Interivew
The research phase commenced with in-depth user interviews and observational studies to uncover pain points associated with contact management. This comprehensive approach aimed to understand user behaviors, challenges, and preferences. Following the interviews, an analysis of the existing database structure was conducted to identify areas for improvement, especially in preventing duplicates.
Key insights included:
The current dependency between contact fields and organization fields created complexity in managing contacts. This issue affected contact creation, searching, modification, and led to duplicate entries.
Processes related to contact data were cumbersome and inefficient.
Sync with Internal Teams and Stakeholders
I coordinated with internal teams, including the founders and client-facing teams, to align on business goals and identify potential risks. As a result, we discovered the existing dependencies between contact and organization fields were not scalable for future features on the roadmap.
Primary Findings
The examination of the current database structure highlighted that dependencies between contact and organization fields were the primary source of complexities in creating new contacts and preventing duplicates. This analysis underscored the necessity of a data structure overhaul to address these fundamental issues.
Key findings included:
Dependency issues were identified as the root cause of the complex contact creation process and the prevalence of duplicate records.
A revised data structure was deemed essential to streamline workflows and mitigate challenges related to duplicates.
The user experience of creating and editing contacts needed significant improvement.
🧑💻 Target User Group
Our target user group includes project managers and procurement managers responsible for managing the company's contact database. Their roles involve adding and removing contacts, organizing information, selecting suppliers for items, sending and requesting procurement documents, and approving specific tasks as part of their daily responsibilities.
User Interivew
The research phase commenced with in-depth user interviews and observational studies to uncover pain points associated with contact management. This comprehensive approach aimed to understand user behaviors, challenges, and preferences. Following the interviews, an analysis of the existing database structure was conducted to identify areas for improvement, especially in preventing duplicates.
Key insights included:
The current dependency between contact fields and organization fields created complexity in managing contacts. This issue affected contact creation, searching, modification, and led to duplicate entries.
Processes related to contact data were cumbersome and inefficient.
Sync with Internal Teams and Stakeholders
I coordinated with internal teams, including the founders and client-facing teams, to align on business goals and identify potential risks. As a result, we discovered the existing dependencies between contact and organization fields were not scalable for future features on the roadmap.
Primary Findings
The examination of the current database structure highlighted that dependencies between contact and organization fields were the primary source of complexities in creating new contacts and preventing duplicates. This analysis underscored the necessity of a data structure overhaul to address these fundamental issues.
Key findings included:
Dependency issues were identified as the root cause of the complex contact creation process and the prevalence of duplicate records.
A revised data structure was deemed essential to streamline workflows and mitigate challenges related to duplicates.
The user experience of creating and editing contacts needed significant improvement.
🧑💻 Target User Group
Our target user group includes project managers and procurement managers responsible for managing the company's contact database. Their roles involve adding and removing contacts, organizing information, selecting suppliers for items, sending and requesting procurement documents, and approving specific tasks as part of their daily responsibilities.
User Interivew
The research phase commenced with in-depth user interviews and observational studies to uncover pain points associated with contact management. This comprehensive approach aimed to understand user behaviors, challenges, and preferences. Following the interviews, an analysis of the existing database structure was conducted to identify areas for improvement, especially in preventing duplicates.
Key insights included:
The current dependency between contact fields and organization fields created complexity in managing contacts. This issue affected contact creation, searching, modification, and led to duplicate entries.
Processes related to contact data were cumbersome and inefficient.
Sync with Internal Teams and Stakeholders
I coordinated with internal teams, including the founders and client-facing teams, to align on business goals and identify potential risks. As a result, we discovered the existing dependencies between contact and organization fields were not scalable for future features on the roadmap.
Primary Findings
The examination of the current database structure highlighted that dependencies between contact and organization fields were the primary source of complexities in creating new contacts and preventing duplicates. This analysis underscored the necessity of a data structure overhaul to address these fundamental issues.
Key findings included:
Dependency issues were identified as the root cause of the complex contact creation process and the prevalence of duplicate records.
A revised data structure was deemed essential to streamline workflows and mitigate challenges related to duplicates.
The user experience of creating and editing contacts needed significant improvement.
Design Goals
📑 Improve the Dependency
Implement data structure change and remove redundant dependencies to prevent the creation of duplicate contact entries and create a scalable database for future features.
✨ Easy Contact Creation
Simplify the process of adding new contacts, especially when users need to do so on the fly.
🔎 Intuitive Search
Enhance the search functionality to enable users to search existing contacts quickly.
🖥️ Improved Primary Interfaces
Redesign the primary interfaces to suit the revamp of the dependency and ease for adding, editing, deleting, and searching contacts to make these tasks more intuitive and user-friendly.
Approach
Database Restructuring
Revised the database schema to include unique identifiers and validation rules to prevent duplicate entries.
Implemented data normalization techniques to enhance data consistency.
Contact Creation Redesign
Redesigned the contact creation form to streamline the process, reducing the number of mandatory fields and introducing smart defaults.
Incorporated features like auto-suggestions to speed up the entry process.
Modulized design that can be implemented across the platform.
Previous Creation Design
If users need to create a new contact, they must follow all the steps for creating a company, and users have to jump between modal windows to create a new contact.
New Creation Design
Searching Enhancement
We Implemented a fuzzy search algorithm to account for potential typos or variations in search queries.
Primary Interface Before
Primary Interface After
Redesigned the interfaces for adding, editing, deleting, and searching contacts to make these actions more intuitive.
Introduced visual cues and streamlined workflows to enhance the overall user experience for basic contact management tasks.
Database Restructuring
Revised the database schema to include unique identifiers and validation rules to prevent duplicate entries.
Implemented data normalization techniques to enhance data consistency.
Contact Creation Redesign
Redesigned the contact creation form to streamline the process, reducing the number of mandatory fields and introducing smart defaults.
Incorporated features like auto-suggestions to speed up the entry process.
Modulized design that can be implemented across the platform.
Previous Creation Design
If users need to create a new contact, they must follow all the steps for creating a company, and users have to jump between modal windows to create a new contact.
New Creation Design
Searching Enhancement
We Implemented a fuzzy search algorithm to account for potential typos or variations in search queries.
Primary Interface Before
Primary Interface After
Redesigned the interfaces for adding, editing, deleting, and searching contacts to make these actions more intuitive.
Introduced visual cues and streamlined workflows to enhance the overall user experience for basic contact management tasks.
Database Restructuring
Revised the database schema to include unique identifiers and validation rules to prevent duplicate entries.
Implemented data normalization techniques to enhance data consistency.
Contact Creation Redesign
Redesigned the contact creation form to streamline the process, reducing the number of mandatory fields and introducing smart defaults.
Incorporated features like auto-suggestions to speed up the entry process.
Modulized design that can be implemented across the platform.
Previous Creation Design
If users need to create a new contact, they must follow all the steps for creating a company, and users have to jump between modal windows to create a new contact.
New Creation Design
Searching Enhancement
We Implemented a fuzzy search algorithm to account for potential typos or variations in search queries.
Primary Interface Before
Primary Interface After
Redesigned the interfaces for adding, editing, deleting, and searching contacts to make these actions more intuitive.
Introduced visual cues and streamlined workflows to enhance the overall user experience for basic contact management tasks.
Video Demo
Create New Contact Flow
Unified flow to create new contacts across the platform.
Link Existing Contacts & Organizations
Improved data structure and flow to link the contacts and organizations properly to avoid duplicates.
Create New Contact Flow
Unified flow to create new contacts across the platform.
Link Existing Contacts & Organizations
Improved data structure and flow to link the contacts and organizations properly to avoid duplicates.
Create New Contact Flow
Unified flow to create new contacts across the platform.
Link Existing Contacts & Organizations
Improved data structure and flow to link the contacts and organizations properly to avoid duplicates.
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