Space Sync Co.

A Seamless Workspace Booking Experience

📍 Design Challenge for Ingram Micro
Timeline: 5 Hours | Role: UX Designer | Tools Used: Figma, Canva

Overview

SpaceSync.Co is a smart desk-booking platform designed to help employees seamlessly reserve workspaces based on availability, preferences, and last-minute needs.

With the rise of hybrid work, employees need flexibility and efficiency when selecting where they work. SpaceSync.Co optimizes the booking experience by providing:

  • Real-time workspace availability

  • Smart recommendations based on past bookings & preferences

  • Seamless calendar integration

Challenge Statement

"With Hybrid Working in full swing, many full-time employees are finding themselves working in shared spaces. For this exercise, design an experience for an employee at a medium to large company (500+) booking a desk space for the day(s) they'd like to go to the office. The final deliverable can be anything from pencil sketches to pixel-perfect mockups. We don't expect you to spend more than 5 hours on this exercise. The way you approach the problem is more important than the end result. Be prepared to present all design artifacts throughout the process in the next interview."

Process

Before designing, I analyzed user needs, frustrations, and expectations.

1. Understanding User Needs

To build a solution tailored to hybrid workers, I started with key assumptions and user expectations:

  • Users prefer digital and mobile-friendly solutions for booking

  • Proximity to amenities (kitchen, restroom, etc.) is a key factor

  • Real-time availability ensures instant and accurate booking updates

  • Calendar integration (Google, Outlook) improves workflow

  • Last-minute changes are common, so flexibility is crucial

2. User Research & Personas

I defined two primary user types based on research:

  1. Sarah Jenkins – The Advanced Planner
    - Prefers pre-booking to ensure availability
    - Needs clear desk availability & amenities info
    - Values recurring bookings & calendar view

  2. John Ramirez – The Last-Minute Booker
    - Requires instant availability for spontaneous schedules
    - Needs quick booking with minimal steps
    - Prefers location-based recommendations

3. Defining the User Flow

To ensure an intuitive experience, I designed the golden path, a step-by-step journey for seamless desk booking:

4. Wireframes and Final UI

Final UI

Online Booking:

Final UI

In-Person QR Code Scanning Booking:

5. Developing the Style Guide

Potential Hurdles and Solutions

  1. Limited Availability: Many employees book desks in advance, making it difficult to find a workspace during peak hours.
    Implemented real-time updates on desk availability and alternative workspace suggestions.

  2. Complex Booking Process: A cumbersome or unclear booking process can lead to frustration.
    Created a minimal-step booking flow with intuitive UI and smart defaults.

  3. Lack of Amenities: Users need workspaces with specific equipment like projectors and whiteboards.
    Provided detailed workspace descriptions and filter options for customized selection.

  4. Last-Minute Changes: Unplanned schedule shifts can make pre-booked workspaces obsolete.
    Enabled quick rebooking options with instant notifications for availability updates.

Final Takeaways & Learnings

Key Outcomes:

  • Designed a frictionless hybrid workspace booking experience

  • Prioritized efficiency & flexibility for different user needs

  • Created a responsive, mobile-friendly interface

Future Enhancements:

  • AI-powered smart desk recommendations

  • Workspace utilization analytics for companies

  • User testing for further refinements

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