Project · Workplace and enterprise productivity

RoomReady

A meeting-space booking product designed end to end for Buzzjective, across web, iOS and Android, against a one-minute clock.

Dashboard, right nowIllustrative

Book next slot became the most used feature.

Features shipped: 6
Personas: 2 validated
Platforms: 3

Role: Product Designer, end to end
Duration: 2019 to 2020
Industry: Workplace · Enterprise productivity
Deliverables: System · Product · Motion

Mahdi Fazel · @mafazeluxui

Meeting space booking, on any device, in under a minute

From two personas to a shipped app: five taps from opening it to a confirmed room.

The RoomReady cover: product design for seamless meeting space booking, for Buzzjective, with a photo of a team meeting among geometric shapes.

The two personas, Leonie Fischer, a 37 year old graphic designer, and Alexander Weber, a 32 year old developer, beside the list of user needs they led to.

Wireframes in Figma: the room schedule views and their detail panels, with prototype links between the frames.

Mobile screens: the meeting room list, a room's detail, the day schedule and the booking form, beside sketches of the order flow.

Cover

The problem

There were enough rooms. Nobody could tell which were free.

The problem was not a lack of rooms. It was the lack of a real-time truth about which rooms were free.

Corporate employees could not find an available meeting room in the moment they needed one. Free for how long, and suitable for what kind of conversation, were both unanswerable without asking a person.

The brief was blunt: create the convenience of booking and viewing available meeting rooms, anywhere, on any device, in under a minute. There was no internal tooling to extend, no prior design system, and three platforms to ship in parallel.

Research

What we actually watched people do

Interviews and a survey set the picture. Tracking real booking attempts set the constraint.

Interviews: 9
Survey: 140
Booking attempts: 38
Median user: 35

One finding outranked the rest and became the specification: users abandon flows longer than one minute. Everything after that was designed against a clock rather than a moodboard.

Who it serves

Two validated personas, pulling in opposite directions

Alexander

Developer

Optimises for speed. He knows what he needs and wants it in two taps. Any screen that asks him to browse is a screen he will leave.

What he needsThe next free slot, bookable immediately.

Leonie

Graphic designer

Optimises for context. She needs room details and team availability before she commits, because the wrong room wastes everyone's half hour, not just hers.

What she needsEnough detail to be sure, without leaving the flow.

Core insight

Not a booking tool, an availability surface

The best room is the one I can trust is free, right now, without asking anyone.

That sentence reframed the product. If the interface can be trusted about what is free right now, booking stops being the main event and becomes a confirmation. The design moved from help me book a room to show me the truth, then get out of the way.

Booking flow5 taps, under 60s

Five taps was not a style choice. It was the largest number of steps that still fits inside the minute the research said we had.

Process

Five phases, and what each one settled

Empathize

Shadowing sessions and interviews in the offices themselves.

Define

Synthesis into the one-minute constraint and the trust insight.

Ideate

Crazy eights, dot voting, Kano analysis to cut the feature list.

Prototype

Five unmoderated usability sessions against the clock.

Understand

Iteration on what the sessions broke.

What testing changed

Three edits that came from watching, not arguing

The date-first list became a time-first timeline. People do not think in dates when they need a room now.

Modal confirmation became a sheet, so confirming no longer felt like leaving the flow.

Added a book next slot shortcut, which became the highest-use feature in the product.

Design system

Built from nothing, for three platforms at once

No prior system existed, so the system had to ship alongside the product rather than after it.

Surfaces: Calm yellow, warm enough to read as a workplace tool rather than a utility.
Primary action: Violet, reserved for the one action that books.
Accents: Peach and mint, carrying state without adding a third voice.
Type: A single scale on a humanist grotesque, shared across all three platforms.

The button matrix ran to 8 variants across 3 hierarchy levels and 3 states, which was the smallest set that covered web, iOS and Android without any platform needing a one-off.

Scope

Six features, and nothing spare

Platform selection

Entry that respects where the person already is.

User account

Identity, kept out of the booking path.

Schedule table

The time-first view the testing produced.

View all rooms

Detail for the people who need context before committing.

Dashboard

What is free, right now.

Booking history

What you booked, and what you can rebook.

Outcomes

Shipped on three platforms, inside the minute

RoomReady shipped across web, iOS and Android on a shared design system, and the booking flow met the one-minute target on every device tested. Six core features, two validated personas, three platforms, and every one of those features traceable to a research artefact.

Good process is the shortest path to a product that feels inevitable. It is what made the six final features impossible to argue with.

Mahdi FazelProduct Designer · RoomReady

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