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I partnered with the startup Wellearned to design a comprehensive management platform from the ground up. The goal was to create a single source of truth for talent agents, helping them manage rosters, scheduling, and sourcing to reduce administrative overhead and increase efficiency.
Role
Tool Kit
Interaction designer,
User Experience Designer
Figma, Chatgpt, Photoshop, Illustrator
Team
Soumya Sharma,
Guru Yerramilli
Shreyans Sheth
Problem Statement
Talent agents rely on a fragmented system of spreadsheets, calendars, email, and notes to manage their clients. This juggling act leads to missed opportunities, scheduling conflicts, and countless hours wasted on administrative tasks instead of focusing on their talent.
Our primary goal was to design a platform that would:
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Centralize all talent information into a single, easily searchable roster.
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Simplify the scheduling process to prevent double-bookings.
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Streamline the sourcing of new talent and industry contacts.
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Reduce the time agents spend on administrative tasks by at least 25%."
Design Process
To ensure our solution was truly user-centered, I followed a three-phase design process: understanding agent needs through research, defining the core problems and architecture, designing and testing solutions, and delivering final specs for development.
User Research
I conducted interviews with 5 professional talent agents to understand their daily workflows, frustrations, and needs. This qualitative data was crucial for grounding our design decisions in reality.
Key Insights: Summarize what you learned. Use bullet points or callout boxes.
Insight 1: "Agents need an 'at-a-glance' view of their day first thing in the morning."
Insight 2: "Searching for a specific client's contact info or headshot is a major time-sink."
Insight 3: "Tracking the status of potential new talent (sourcing) is often done in a separate, messy spreadsheet."
Ideation, wireframes and flows
Early wireframes for the dashboard focused on different ways to present the daily schedule integrating email and pending request from the artist. Creating a roster file with all the information about the project and clients.
Design System (Component Library)
Strategic Iterative Design
Phase 1 - Scheduling
Before:
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Didn't have much detail about the scheduling.
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there is no way to connect with email account,(needed gmail integretion)
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Navigation is confusing
option 1.
option 2.
After
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Added New components
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Created a new userflow for the scheduling feature
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Improved the navigation
Here's video of the new scheduling flow which shows the integration of email account with the wellearned platform. the talent agents can see all the projects in pipeline and then based on the audition dates, they can find the right candidates.
Phase 3 - Client Roster
Candidates Information Hierarchy
It is essential to establish a clear hierarchy when a page contains extensive information. Key details should be concise and visible at a glance. As talent agents aggregate data from various platforms, resume details and skills must be organized by importance. Additionally, agents should have easy access to previous employment history and financial information.
Phase 3 - Sourcing
Managing Client Roster and Projects in the pipeline
In this phase, I organised the source opportunity for the users to easily navigate through their client roster and figure out all important information about them. Based on the projects in the pipeline, the user will be able to assign different project to their clients that will not coincide with other projects. It will also provide detailed requirement for the particular role which will also make it easy to search for the right candidate.
Reflection
This project taught me the importance of deep domain research. Understanding the specific nuances of the management platforms was key to designing a truly useful product.
What I'd Do Differently:
If I had more time, I would have conducted a wider survey to validate our interview findings with a larger data set.