Rethinking Task Scheduling for Focus and Productivity
Rethinking Task Scheduling for Focus and Productivity
Rethinking Task Scheduling for Focus and Productivity
Two teams, one goal: to turn scattered tasks into a scheduling system that works with users — not against them.
Two teams, one goal: to turn scattered tasks into a scheduling system that works with users — not against them.
Two teams, one goal: to turn scattered tasks into a scheduling system that works with users — not against them.
DOMAIN
Project Management & Productivity
TIMELINE
2020 - 2023
MY ROLE
Sr Product Designer
Team Lead
2 TEAMS
1 Des, 4 Dev, 1 PM, 1 QA
7
4 Dev, 1 PM, 1 QA
+6
DOMAIN
Project Management & Productivity
TIMELINE
2020 - 2023
2020 - 2023
MY ROLE
Sr Product Designer
Team Lead
2 TEAMS
1 Des, 4 Dev, 1 PM, 1 QA
7
1 Des, 4 Dev, 1 PM, 1 QA
7
1 Des, 4 Dev, 1 PM, 1 QA
7
4 Dev, 1 PM, 1 QA
+6
4 Dev, 1 PM, 1 QA
+6
4 Dev, 1 PM, 1 QA
+6
CONTEXT
CONTEXT
CONTEXT
Timebook, founded in 2020 in San Francisco, is a productivity and project management app that reimagines how people plan, schedule, and manage their time and workload. Besides leading the design of its core task management module from 0-1, I took on the challenge of co-building a seamless scheduling experience that would help users stay focused and control their time.
Timebook, founded in 2020 in San Francisco, is a productivity and project management app that reimagines how people plan, schedule, and manage their time and workload. Besides leading the design of its core task management module from 0-1, I took on the challenge of co-building a seamless scheduling experience that would help users stay focused and control their time.
Timebook, founded in 2020 in San Francisco, is a productivity and project management app that reimagines how people plan, schedule, and manage their time and workload. Besides leading the design of its core task management module from 0-1, I took on the challenge of co-building a seamless scheduling experience that would help users stay focused and control their time.
STRATEGY & SYNERGY
STRATEGY & SYNERGY
STRATEGY & SYNERGY
Aligning Goals, Defining Vision, Connecting Teams
Aligning Goals, Defining Vision, Connecting Teams
Aligning Goals, Defining Vision, Connecting Teams
Business Opportunity
Many productivity tools lack a seamless scheduling experience, making it hard for users to plan effectively and stay engaged. This gap became a clear opportunity to stand out, drive early adopters, and build a strong foundation for retention.
Product Vision
Timebook is built on the belief that effective scheduling is key to staying focused and completing tasks on time. We aimed to help users prioritize and manage their time wisely, reducing the stress caused by scattered work and missed deadlines.
Cross-Team Collaboration
This project brought together the Tasks and Calendar teams. I collaborated closely with a Product Designer, PM, and Tech Lead from the Calendar team to align responsibilities, resolve dependencies, and stay in sync throughout the project.
Design Principles
We focused on clarity, control, and cognitive ease. Scheduling should feel simple — not simplistic. Each feature was designed to reduce friction, support focus, and help users manage their day with confidence.
Users & Pain Points
Users & Pain Points
Users & Pain Points
Who We Built This For — and What Broke Their Flow
Who We Built This For — and What Broke Their Flow
Who We Built This For — and What Broke Their Flow
Through 12 user interviews with individuals and professionals of different levels and backgrounds, we learned exactly who we were building for — and uncovered the biggest struggles and frustrations they face when planning their time and tasks.
Through 12 user interviews with individuals and professionals of different levels and backgrounds, we learned exactly who we were building for — and uncovered the biggest struggles and frustrations they face when planning their time and tasks.
👨🏽💻
Individuals & Professionals
Designed for users looking to enhance both personal and professional productivity while efficiently managing their workload.
Designed for users looking to enhance both personal and professional productivity while efficiently managing their workload.
Designed for users looking to enhance both personal and professional productivity while efficiently managing their workload.
👩💼
High-Level Executives
Provides scheduling features tailored for effective delegation, strategic planning, and advanced time management.
Provides scheduling features tailored for effective delegation, strategic planning, and advanced time management.
Provides scheduling features tailored for effective delegation, strategic planning, and advanced time management.
🤝
Teams of All Sizes & Expertise
Offers collaborative features that keep everyone aligned, ensuring smooth coordination and shared progress.
Offers collaborative features that keep everyone aligned, ensuring smooth coordination and shared progress.
Offers collaborative features that keep everyone aligned, ensuring smooth coordination and shared progress.
"I can’t keep track of my work"
"I can’t keep track of my work"
"I can’t keep track of my work"
Without app sync, users struggle to see tasks and events in one place. This makes it harder to plan their day, set enough time for work, and stay focused without interruptions.
Without app sync, users struggle to see tasks and events in one place. This makes it harder to plan their day, set enough time for work, and stay focused without interruptions.
Without app sync, users struggle to see tasks and events in one place. This makes it harder to plan their day, set enough time for work, and stay focused without interruptions.
67% of interviewees found it frustrating to switch between apps to see their workload.
67% of interviewees found it frustrating to switch between apps to see their workload.
67% of interviewees found it frustrating to switch between apps to see their workload.
"Planning tasks takes too much effort"
"Planning tasks takes too much effort"
"Planning tasks takes too much effort"
Manually scheduling tasks is frustrating, especially with a long to-do list. It takes extra time, increases the risk of overlooking important tasks, and disrupts productivity.
Manually scheduling tasks is frustrating, especially with a long to-do list. It takes extra time, increases the risk of overlooking important tasks, and disrupts productivity.
Manually scheduling tasks is frustrating, especially with a long to-do list. It takes extra time, increases the risk of overlooking important tasks, and disrupts productivity.
75% of interviewees admitted that manual task scheduling takes too much time.
75% of interviewees admitted that manual task scheduling takes too much time.
75% of interviewees admitted that manual task scheduling takes too much time.
"I don’t know when to work on my tasks"
"I don’t know when to work on my tasks"
"I don’t know when to work on my tasks"
Without smart scheduling, users struggle to find the right time for tasks. They often underestimate how long work will take, leading to missed deadlines and constant rescheduling.
Without smart scheduling, users struggle to find the right time for tasks. They often underestimate how long work will take, leading to missed deadlines and constant rescheduling.
Without smart scheduling, users struggle to find the right time for tasks. They often underestimate how long work will take, leading to missed deadlines and constant rescheduling.
83% of interviewees misjudge task duration and struggle to fit them into their schedule.
83% of interviewees misjudge task duration and struggle to fit them into their schedule.
83% of interviewees misjudge task duration and struggle to fit them into their schedule.
Feature: Agenda
Feature: Agenda
Feature: Agenda
Bringing Tasks and Calendar Together in One Powerful View
Bringing Tasks and Calendar Together in One Powerful View
Bringing Tasks and Calendar Together in One Powerful View
Many apps make task scheduling either too complex or don’t offer it at all. We saw this as a major opportunity and built the Agenda – a unified view that seamlessly combines tasks and calendar events. This feature helps users see their full workload at a glance, plan efficiently, and schedule tasks in just a few clicks.
Many apps make task scheduling either too complex or don’t offer it at all. We saw this as a major opportunity and built the Agenda – a unified view that seamlessly combines tasks and calendar events. This feature helps users see their full workload at a glance, plan efficiently, and schedule tasks in just a few clicks.
Many apps make task scheduling either too complex or don’t offer it at all. We saw this as a major opportunity and built the Agenda – a unified view that seamlessly combines tasks and calendar events. This feature helps users see their full workload at a glance, plan efficiently, and schedule tasks in just a few clicks.
We Built Around a Real-World Pattern Users Already Trust
We Built Around a Real-World Pattern Users Already Trust
We Built Around a Real-World Pattern Users Already Trust
10/12 interviewees said they still rely on paper planners as their primary or additional way of managing their daily workload.
10/12 interviewees said they still rely on paper planners as their primary or additional way of managing their daily workload.
10/12 interviewees said they still rely on paper planners as their primary or additional way of managing their daily workload.
This insight inspired us to design the Agenda feature using a familiar paper planner–like layout — allowing users to plan tasks in a more natural and intuitive way.
This insight inspired us to design the Agenda feature using a familiar paper planner–like layout — allowing users to plan tasks in a more natural and intuitive way.
This insight inspired us to design the Agenda feature using a familiar paper planner–like layout — allowing users to plan tasks in a more natural and intuitive way.
Mapping Every Step to Make Scheduling Feel Effortless
Mapping Every Step to Make Scheduling Feel Effortless
Mapping Every Step to Make Scheduling Feel Effortless
To support all key scheduling actions — from creating and rescheduling tasks to adjusting duration or removing them — I mapped out clear, user-centered flows. They helped align the team, reveal edge cases early, and make every scheduling step feel smooth and in control.
To support all key scheduling actions — from creating and rescheduling tasks to adjusting duration or removing them — I mapped out clear, user-centered flows. They helped align the team, reveal edge cases early, and make every scheduling step feel smooth and in control.
To support all key scheduling actions — from creating and rescheduling tasks to adjusting duration or removing them — I mapped out clear, user-centered flows. They helped align the team, reveal edge cases early, and make every scheduling step feel smooth and in control.
How Our Explorations Started…
How Our Explorations Started…
How Our Explorations Started…
We began with low-fidelity wireframes to explore layout and flow. Through continuous iteration and feedback, we gradually moved to high-fidelity concepts that brought us closer to the final solution.
We began with low-fidelity wireframes to explore layout and flow. Through continuous iteration and feedback, we gradually moved to high-fidelity concepts that brought us closer to the final solution.
We began with low-fidelity wireframes to explore layout and flow. Through continuous iteration and feedback, we gradually moved to high-fidelity concepts that brought us closer to the final solution.
Lo-Fi Exploration
Hi-Fi Exploration
…And How User Feedback Shaped the Final Design
…And How User Feedback Shaped the Final Design
…And How User Feedback Shaped the Final Design
Insights from user testing helped us fine-tune interactions, refine layout logic, and polish the overall experience — turning the Agenda into a clear, intuitive tool users could rely on every day.
Insights from user testing helped us fine-tune interactions, refine layout logic, and polish the overall experience — turning the Agenda into a clear, intuitive tool users could rely on every day.
Insights from user testing helped us fine-tune interactions, refine layout logic, and polish the overall experience — turning the Agenda into a clear, intuitive tool users could rely on every day.
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1
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1
Agenda’s Task Section
Agenda’s Task Section
Displays tasks grouped by user preference.
2
Manage View
Manage View
Sort and filter tasks by priority, due date, or location.
3
Auto-Scheduling Assistant
Auto-Scheduling Assistant
Finds available time slots and schedules tasks based on duration, priority, and deadlines.
4
Expand Task Section
Expand Task Section
Enlarges the task area to display more task card details.
5
Show / Hide Task Section
Show / Hide Task Section
Toggles the visibility of the task section.
6
Search Task
Search Task
Allows users to find tasks by name.
5
Show / Hide Task Section
Toggles the visibility of the task section.
6
Search Task
Allows users to find tasks by name.
7
Task Card
Task Card
Shows task name, completion checkbox, and scheduling indicator. Tasks can be scheduled via drag-and-drop or by editing the full card.
8
Scheduling Indicator
Scheduling Indicator
Marks tasks already added to the calendar.
9
"Create Task" Button
"Create Task" Button
Adds a new task to the selected group.
10
"Create Task" by Click
"Create Task" by Click
User can click a calendar slot to quickly create a task with default settings.
11
Calendar Task Card
Calendar Task Card
Displays task name, time, duration, and scheduling indicator. User can quickly adjust task duration and reschedule it via drag-and-drop.
9
"Create Task" Button
Adds a new task to the selected group.
10
"Create Task" by Click
User can click a calendar slot to quickly create a task with default settings.
11
Calendar Task Card
Displays task name, time, duration, and scheduling indicator. User can quickly adjust task duration and reschedule it via drag-and-drop.
Feature: Scheduling from the Task Card
Feature: Scheduling from the Task Card
Feature: Scheduling from the Task Card
We Wanted to Keep It Simple — But Simplicity Wasn’t the Answer. Context Was.
We Wanted to Keep It Simple — But Simplicity Wasn’t the Answer. Context Was.
We Wanted to Keep It Simple — But Simplicity Wasn’t the Answer. Context Was.
1/ First Try: Dropdown Calendar
1/ First Try: Dropdown Calendar
1/ First Try: Dropdown Calendar
We started with the simplest solution — a calendar dropdown. Users could pick a date, time, and duration right from the task card.
We started with the simplest solution — a calendar dropdown. Users could pick a date, time, and duration right from the task card.
We started with the simplest solution — a calendar dropdown. Users could pick a date, time, and duration right from the task card.
Fast and easy to implement: Low effort for both design and development.
Fast and easy to implement: Low effort for both design and development.
Fast and easy to implement: Low effort for both design and development.
Simple to use: Required very few clicks to schedule a task.
Simple to use: Required very few clicks to schedule a task.
Simple to use: Required very few clicks to schedule a task.
Familiar pattern: Most users instantly understood how it works.
Familiar pattern: Most users instantly understood how it works.
Familiar pattern: Most users instantly understood how it works.
Best for known time slots: Ideal if users had a clear time in mind.
Best for known time slots: Ideal if users had a clear time in mind.
Best for known time slots: Ideal if users had a clear time in mind.
No visibility: Hard to choose the right time without seeing the full agenda.
No visibility: Hard to choose the right time without seeing the full agenda.
No visibility: Hard to choose the right time without seeing the full agenda.
No context: Users couldn’t see their already planned schedule.
No context: Users couldn’t see their already planned schedule.
No context: Users couldn’t see their already planned schedule.
Low confidence: Users weren’t sure if they picked the right time.
Low confidence: Users weren’t sure if they picked the right time.
Low confidence: Users weren’t sure if they picked the right time.
Inefficient for multi-slot planning: Required many repetitive steps to schedule a task across different time slots.
Inefficient for multi-slot planning: Required many repetitive steps to schedule a task across different time slots.
Inefficient for multi-slot planning: Required many repetitive steps to schedule a task across different time slots.
"I just guessed the time — I couldn’t see what I already had planned."
"I just guessed the time — I couldn’t see what I already had planned."
"I just guessed the time — I couldn’t see what I already had planned."
75% of users said they didn’t feel confident scheduling without seeing their full day.
75% of users said they didn’t feel confident scheduling without seeing their full day.
75% of users said they didn’t feel confident scheduling without seeing their full day.
This lightweight solution wasn’t enough. It taught us a clear lesson: even the simplest interactions fail without the right context.
This lightweight solution wasn’t enough. It taught us a clear lesson: even the simplest interactions fail without the right context.
This lightweight solution wasn’t enough. It taught us a clear lesson: even the simplest interactions fail without the right context.
2/ From Quick Pick to Full Context
2/ From Quick Pick to Full Context
2/ From Quick Pick to Full Context
We realized users needed more context — so we introduced a full-width calendar view, where they could see their full agenda while scheduling.
We realized users needed more context — so we introduced a full-width calendar view, where they could see their full agenda while scheduling.
We realized users needed more context — so we introduced a full-width calendar view, where they could see their full agenda while scheduling.
Clear context: Users could view all planned events and tasks while picking a time.
Clear context: Users could view all planned events and tasks while picking a time.
Clear context: Users could view all planned events and tasks while picking a time.
Easy to find time: Users quickly spotted free slots for their tasks.
Easy to find time: Users quickly spotted free slots for their tasks.
Easy to find time: Users quickly spotted free slots for their tasks.
More confidence: Seeing their full agenda helped users choose better time slots.
More confidence: Seeing their full agenda helped users choose better time slots.
More confidence: Seeing their full agenda helped users choose better time slots.
Better for multi-slot planning: Users could select multiple time slots across days faster and with less effort.
Better for multi-slot planning: Users could select multiple time slots across days faster and with less effort.
Better for multi-slot planning: Users could select multiple time slots across days faster and with less effort.
More complex UI: Heavier layout with more visual load.
More complex UI: Heavier layout with more visual load.
More complex UI: Heavier layout with more visual load.
Higher effort to build: Required more resources from both design and development teams.
Higher effort to build: Required more resources from both design and development teams.
Higher effort to build: Required more resources from both design and development teams.
More iterations: Took more time to make the experience clear and intuitive.
More iterations: Took more time to make the experience clear and intuitive.
More iterations: Took more time to make the experience clear and intuitive.
"This view helped me see what’s going on — I felt more in control."
"This view helped me see what’s going on — I felt more in control."
"This view helped me see what’s going on — I felt more in control."
83% of users preferred this solution for its visibility and flexibility.
83% of users preferred this solution for its visibility and flexibility.
83% of users preferred this solution for its visibility and flexibility.
This was a turning point in our ideation — we gave users exactly what they were missing: clarity, confidence, and control.
This was a turning point in our ideation — we gave users exactly what they were missing: clarity, confidence, and control.
This was a turning point in our ideation — we gave users exactly what they were missing: clarity, confidence, and control.
Feature: Auto-Scheduling Assistant
Feature: Auto-Scheduling Assistant
Feature: Auto-Scheduling Assistant
What If Your Tasks Scheduled Themselves?
What If Your Tasks Scheduled Themselves?
What If Your Tasks Scheduled Themselves?
Based on user interview insights, we decided to take planning to the next level. Manually scheduling every task was time-consuming and frustrating — especially for users with long to-do lists. So we introduced a smart assistant that handles the routine and helps users plan faster, with less effort.
Based on user interview insights, we decided to take planning to the next level. Manually scheduling every task was time-consuming and frustrating — especially for users with long to-do lists. So we introduced a smart assistant that handles the routine and helps users plan faster, with less effort.
Based on user interview insights, we decided to take planning to the next level. Manually scheduling every task was time-consuming and frustrating — especially for users with long to-do lists. So we introduced a smart assistant that handles the routine and helps users plan faster, with less effort.
How It Works
How It Works
How It Works
✅
Analyzes your tasks: Takes into account estimated duration, priority, and deadlines.
Analyzes your tasks: Takes into account estimated duration, priority, and deadlines.
Analyzes your tasks: Takes into account estimated duration, priority, and deadlines.
✅
Scans your calendar: Looks for free time slots based on your existing schedule.
Scans your calendar: Looks for free time slots based on your existing schedule.
Scans your calendar: Looks for free time slots based on your existing schedule.
✅
Suggests optimal slots: Recommends the best times to schedule tasks efficiently.
Suggests optimal slots: Recommends the best times to schedule tasks efficiently.
Suggests optimal slots: Recommends the best times to schedule tasks efficiently.
✅
Keeps you in control: Lets you adjust or override suggestions based on your preferences.
Keeps you in control: Lets you adjust or override suggestions based on your preferences.
Keeps you in control: Lets you adjust or override suggestions based on your preferences.
91% of users rated the smart Auto-Scheduling Assistant highly.
91% of users rated the smart Auto-Scheduling Assistant highly.
91% of users rated the smart Auto-Scheduling Assistant highly.
They said it made planning faster and reduced mental effort.
They said it made planning faster and reduced mental effort.
They said it made planning faster and reduced mental effort.
IMPACT
IMPACT
IMPACT
The "Agenda" became a key hook of our product, helping early adopters quickly grasp its value through simpler scheduling and intuitive planning.
The "Agenda" became a key hook of our product, helping early adopters quickly grasp its value through simpler scheduling and intuitive planning.
The "Agenda" became a key hook of our product, helping early adopters quickly grasp its value through simpler scheduling and intuitive planning.
It earned a 4.8/5 satisfaction score, with users highlighting how it helped them plan faster and feel more confident and in control of their schedule.
It earned a 4.8/5 satisfaction score, with users highlighting how it helped them plan faster and feel more confident and in control of their schedule.
It earned a 4.8/5 satisfaction score, with users highlighting how it helped them plan faster and feel more confident and in control of their schedule.
LEARNINGS
LEARNINGS
LEARNINGS
Simple is always desirable, but sometimes you need more. Some features benefit from a more complex interface — if it helps users make smarter, faster decisions.
Simple is always desirable, but sometimes you need more. Some features benefit from a more complex interface — if it helps users make smarter, faster decisions.
Simple is always desirable, but sometimes you need more. Some features benefit from a more complex interface — if it helps users make smarter, faster decisions.
Users break what you thought was clear. Even the simplest flow can confuse real users if they can’t use it with confidence — only testing shows where your "clear" solution fails.
Users break what you thought was clear. Even the simplest flow can confuse real users if they can’t use it with confidence — only testing shows where your "clear" solution fails.
Users break what you thought was clear. Even the simplest flow can confuse real users if they can’t use it with confidence — only testing shows where your "clear" solution fails.
Internal use speeds up improvements. When teams use their own product daily, they spot issues and gaps sooner and iterate faster with real, meaningful feedback.
Internal use speeds up improvements. When teams use their own product daily, they spot issues and gaps sooner and iterate faster with real, meaningful feedback.
Internal use speeds up improvements. When teams use their own product daily, they spot issues and gaps sooner and iterate faster with real, meaningful feedback.
The best results come from real synergy. Working closely with other teams helps you solve complex problems and create better outcomes together than you could alone.
The best results come from real synergy. Working closely with other teams helps you solve complex problems and create better outcomes together than you could alone.
The best results come from real synergy. Working closely with other teams helps you solve complex problems and create better outcomes together than you could alone.
Next Project
Next Project
Next Project
Timebook | 2020–2022
Building a Task Card That Works for Everyone
From 0 to 1: Crafting a flexible, scalable, and intuitive task card for a productivity tool.
Timebook | 2020–2022
Building a Task Card That Works for Everyone
From 0 to 1: Crafting a flexible, scalable, and intuitive task card for a productivity tool.
Timebook | 2020–2022
Building a Task Card That Works for Everyone
From 0 to 1: Crafting a flexible, scalable, and intuitive task card for a productivity tool.