Rethinking end-to-end
corporate meeting experience

Rethinking end-to-end corporate meeting experience

This project is to build an end-to-end workflow to support corporate decision-making meetings like Board meetings and shareholder meetings for a new product within Quotabook, Korea's leading equity management platform.

As a lead product designer on the team, I worked on this project from May 2023 to July 2023. I led all design initiatives, collaborated closely with the leadership team, designers, engineers, and sales representatives.

Challenge

Invite more users to an earlier stage of the equity management process

Challenge

Invite more users to an earlier stage of the equity management process

Quotabook's success depends on market dominance, challenged by competitors rapidly releasing features. Early user acquisition is critical to securing market share, but 1.0 saw limited use.

Understanding workflow

Engaging stakeholders for key corporate decisions and overall communication.

Understanding workflow

Engaging stakeholders for key corporate decisions and overall communication.

1

Prepare

Write an agenda, choose who to invite, send invitations, and do follow-up communications such as Q&As, document requests and reminders.

1

Prepare

Write an agenda, choose who to invite, send invitations, and do follow-up communications such as Q&As, document requests and reminders.

2

Run

Set up the space for the meeting, open the meeting, run the poll, and tally the results from early voting and in-person voting.

2

Run

Set up the space for the meeting, open the meeting, run the poll, and tally the results from early voting and in-person voting.

3

Complete

Record the results, share the results with participants, and hold a follow-up meeting if necessary.

3

Complete

Record the results, share the results with participants, and hold a follow-up meeting if necessary.

Problems

Lack of proper way to manage overall workflow and communication

Problems

Lack of proper way to manage overall workflow and communication

We interviewed users from six different companies between Series A and C funding who gave up using 1.0, and asked about their pain points and why they stopped using it.

Inexperience in running meetings

Many people running the meetings are new to this or are not used to it, so they don't know what kind of agendas require what kind of meetings or how to run meetings and votes, and they often skip them.

Inexperience in running meetings

Many people running the meetings are new to this or are not used to it, so they don't know what kind of agendas require what kind of meetings or how to run meetings and votes, and they often skip them.

Communication overflow

Every meeting participant wants to communicate wherever they wish: via email, phone call, text message, or even Zoom call. And they usually take the lead, so users have no choice but to follow.

Communication overflow

Every meeting participant wants to communicate wherever they wish: via email, phone call, text message, or even Zoom call. And they usually take the lead, so users have no choice but to follow.

1.0 supported a limited part of the entire workflow

In the 1.0 product, the most frequently used features were sending invitation emails and the archiving feature to upload the result documents, which was at the very beginning and end of the meeting.

1.0 supported a limited part of the entire workflow

In the 1.0 product, the most frequently used features were sending invitation emails and the archiving feature to upload the result documents, which was at the very beginning and end of the meeting.

How they deal with these problems?

1

Seek professional help or look up how others have done it before

Corporate meetings involve essential decisions to avoid getting in trouble, getting legal advice, or following the way things have been done in the past.

1

Seek professional help or look up how others have done it before

Corporate meetings involve essential decisions to avoid getting in trouble, getting legal advice, or following the way things have been done in the past.

2

Try to centralize communication channels

Convince the people attending the meeting to communicate on a single channel and record every step of the way for later use as a log.

2

Try to centralize communication channels

Convince the people attending the meeting to communicate on a single channel and record every step of the way for later use as a log.

3

Look for ways to save time and standardize their workflow

Smaller companies have fewer people in charge, so similar meetings try to standardize workflows and save as much time on small things like recording and editing.

3

Look for ways to save time and standardize their workflow

Smaller companies have fewer people in charge, so similar meetings try to standardize workflows and save as much time on small things like recording and editing.

Opportunity

How might we make corporate meetings more accessible and less burdensome?

Opportunity

How might we make corporate meetings more accessible and less burdensome?

Hypothesis

1

If we provide products with a smooth guiding experience, users can deal with corporate meetings with lower hurdles.

1

If we provide products with a smooth guiding experience, users can deal with corporate meetings with lower hurdles.

2

If we make a centralized portal for communication, users can communicate clearly and organize easily in one place.

2

If we make a centralized portal for communication, users can communicate clearly and organize easily in one place.

3

If we provide consistent and intuitive UX with bulk actions, users can learn how to use, write and edit agenda, run meetings easily and quickly.

3

If we provide consistent and intuitive UX with bulk actions, users can learn how to use, write and edit agenda, run meetings easily and quickly.

Final solution

Corporate meeting 2.0

Final solution

Corporate meeting 2.0

Corporate meeting 2.0 product offers various templates and workflows that even users with limited domain knowledge can easily follow, along with a centralized communication channel and intuitive UX.

Step 0

Start meeting

Create meetings

with ease

Create meetings with ease

Easily and quickly start any corporate meeting.

1

Predefined templates

Easily start meetings from templates created by QuotaBook experts, no prior knowledge needed.

1

Predefined templates

Easily start meetings from templates created by QuotaBook experts, no prior knowledge needed.

2

Create own templates

For regular meetings, users can create their own templates from scratch with various customization options.

2

Create own templates

For regular meetings, users can create their own templates from scratch with various customization options.

Step 1

Pre-meeting

Prepare meeting intuitively

Draft the agenda, invite and reivew stakeholders, and share or request files.

1

WYSIWYG editor

Just like Notion, users can easily and intuitively draft agendas and quickly glance at meeting details in the right panel.

1

WYSIWYG editor

Just like Notion, users can easily and intuitively draft agendas and quickly glance at meeting details in the right panel.

2

File management

Share files needed for the meeting and request necessary documents from stakeholders.

2

File management

Share files needed for the meeting and request necessary documents from stakeholders.

Step 2

Meeting in progress

Manage progress

in one place

Manage progress in one place

Real-time voting status and communication tools for meeting info, document requests, and voting instructions.

1

Track voting status

Real-time updates of stakeholder votes, plus manual entry for verbal/written votes.

1

Track voting status

Real-time updates of stakeholder votes, plus manual entry for verbal/written votes.

2

Stakeholder list

Easily view the list of stakeholders attending this meeting and their ownership status at a glance.

2

Stakeholder list

Easily view the list of stakeholders attending this meeting and their ownership status at a glance.

3

Bulk action

Bulk update the voting status of selected users, send emails, and download certificates.

3

Bulk action

Bulk update the voting status of selected users, send emails, and download certificates.

4

Manage stakeholder contacts

Manage contacts from individual or organization-based stakeholders in one place.

4

Manage stakeholder contacts

Manage contacts from individual or organization-based stakeholders in one place.

5

Send message and track status

Send emails or texts and manage their status without switching context.

5

Send message and track status

Send emails or texts and manage their status without switching context.

6

Instant chat

Chat directly with stakeholders about meetings and simplify communication.

6

Instant chat

Chat directly with stakeholders about meetings and simplify communication.

Step 3

Post-meeting

Wrapping up

View voting results and communicate follow-up actions accordingly.

1

Summary of vote result

Review the vote results at a glance in the right panel or the details in the agenda.

1

Summary of vote result

Review the vote results at a glance in the right panel or the details in the agenda.

2

Communicate meeting outcomes

asily send the voting results to all stakeholders who participated in the meeting.

2

Communicate meeting outcomes

asily send the voting results to all stakeholders who participated in the meeting.

Results

Now we are talking!

Results

Now we are talking!

1

100+ consent meetings created

1

100+ consent meetings created

2

12,000+ messages/emails/text messages sent

2

12,000+ messages/emails/text messages sent

3

Heard positive comments from interviewees and three of them started using our product again.

3

Heard positive comments from interviewees and three of them started using our product again.

* Data from the first 3 months post-launch