Saas
desktop & mobile
Simplifying progress tracking process
for the sale team
Role
Solo Product Designer User Research
User Experience Design
Type
B2B, SaaS
Self-directed Project
Tools
Figma
Timeline
May - Jun 2025
(5 weeks)
Key Outcome
• Reduced tool usage by 67% (from 5 → 1 tools)
• Estimated to reduce daily admin time by 60% (1.5h → 0.5h/store)
• Goal check-in frequency projected to improve by 40%
Let’s take a quick look of the project first.
Background
Hello everyone! This is me last year,
working as a sales associate at retail store.
This is me working as a sales associate at a performance-driven body product retail store.
It was not optional to track progress as a sales.
But the current progress tracking system was fragmented across 5+ tools, making workflows manual.
problem
Missing supportive progress tracking system for frontline staff
In a fast-paced retail environment, sales associates need to stay aware of both their individual and team progress to respond with agility. However, our current system presented the following challenges:
1️⃣ One same progress dashboard for 45+ staff
However, each staff role has different needs.
🧮 Raw progress data only
Only raw progress numbers without actionable context.
🔔 No automated updates or reminders
Need to manually check progress each morning and evening.
⌛️
10+ hours/week lost on manual work with 5+ tools
(dashboard, Excel, whiteboard, WhatsApp, paper) to stay aligned.
Problem Definition
How might we improve progress tracking efficiency to save time and keep everyone aligned with business goals?
Solution
Manual tracking with 5+tools → One unified automated tracking system
Simplified progress tracking by unifying disconnected tools and
highlighting role-based priorities for each staff member.
Before
Manually calculate and update team targets
Rely on manual tracking with fragmented tools
⭐️ After
Automated reminders and daily reports
Each staff sees personalized progress
Let’s deep dive into the problem.
Context 1
Laline, the body care product shop highlight business impacts for every staff
Laline is a performance-driven body care retail brand where each staff member is expected to hit daily sales targets.
To track performances, the official progress dashboard was installed only on the checkout machine, but the existing system limited access to one place (checkout machine), and didn’t provide actionable insight for everyone.
Our users
Frontline users - Different users, different needs
Each store is composed of more than two different frontline roles, store managers and sales associates, and their priorities differ greatly. Let’s take a closer look at what each role cares about when tracking progress.
Behavioural Pattern
One-size-fits-all tracking system caused manual work and reactive behaviours
To bridge the gap between ideal team alignment and the limitations of the current tracking system, teams adopted additional tools beyond the official dashboard, resulting in the following behavioural patterns:
🤯 5+ disconnected Tools
Teams use 5+ tools to compensate for gaps between raw data and team alignment.
📝 Manual calculation or skip
Some staff calculate remaining targets manually; others skip it due to lack of time.
👀 React rather than plan
Misalignment between business goals and the current system caused teams to react instead of planning ahead.
Intervierw
Frontline users – Different users, different needs
I conducted 4 quick interviews with staff and managers to understand their daily tracking habits.
And here are key findings:
3/4 participants said they often forgot to check the progress on busy days.
🔔 Automated reminders and updates to reduce manual work
4/4 participants mentioned that they struggled to find relevant information in the official dashboard during their first few weeks.
👀 Simplified and visualized interface to help people focused
3/4 participants mentioned that they could easily see their own performance within the system more easily.
👤 Personal performance data to stay motivated
How can we solve this problem?
Project goal
Progress tracking system aligns with user need and business goal
To find a solution that meets both user needs and business goals, we identified a mutual space where both can succeed.
📊
Designing a smarter progress tracking system for aligned team and business success
👤 User goals:
Track progress easily
Reduce manual work
💰 Business goals:
Reduce admin time
Increase progress awareness
👩🎨 Design goals:
Lower cognitive load
Build clear, visual hierarchy for decisions
Solution
Simplified, but detailed progress tracking system
To reduce unnecessary admin work and help staff stay aligned with their goals, we built a system that simplifies tracking while providing role-specific insights.
🤯
One for everyone →
😇
One that works for everyone
1. Unified tracking system accessible on both mobile and desktop for a seamless workflow
Automates check-ins, reporting, and feedback
Flexible usage across multiple roles
Role-specific goal tracking dashboard
Reduces cognitive friction
Enables faster, insight-driven decision making
Before
Manual check-ins with scattered 5+ tools
Morning manual check-in via
Group chat and Whiteboard
Progress tracked manually on
Official dashboard
End-of-day reports shared via
Group chat / Excel / Paper
⭐️ After
Unified dashboard with automation
Automated morning check-in via
Mobile tracking system
Flexible check up on progress
Unified tracking system (desktop, mobile)
Automated end-of-day reporting via
Mobile tracking system
Design Solution
New tracking workflow: Sales associate
Design Solution
New tracking workflow: Store manager
Success Criteria
Measuring the impact on efficiency and business alignment
To ensure we’re progressing toward the project goal, we defined measurable success criteria
grounded in our objectives.
📉 Reduce manual work
Measured by time spent on admin tasks per store/day
📈 Increase progress awareness
Measured by frequency of
goal-check behaviour
🧹 Simplify workflows
Measured by number of tools
used in daily operations
user testing
Validating goal-tracking efficiency
We ran a usability test with four participants using the prototype to validate whether our solution met the defined success criteria.
summary
Goal: Validate clarity and task efficiency in redesigned POS dashboard
Participants: 3 Sales, 1 Assistant Manager
Used tools: Maze, Figma, Google Meet
key results
Task completion rate
✅ 92% (11/12)
Avg. goal-check time
⏱ 4.8 seconds
Self-rated ease of use
⭐ 4.3 / 5
expected impacts
Lower admin time, higher awareness
Based on the results of usability testing, we estimated the potential impact if the redesigned workflow were to be implemented in real store operations.
Reduce manual work
Increase progress awareness
⬆️ ~40% goal-check
frequency
(3x → 5x per day avg.)
Simplify workflows
Prototype
Try how the sales team can check their progress
Try all protoype on Figma
Key Takeaways
One product, many users.
Even within the same system, user behaviours diverge.
A good product designer will know how builds solutions that serve all types of multiple users.
Problem framing shapes the solution.
Internal tools aren’t cheap to redesign, but in this case, I can see the benefit in a long-term as we’ve wasted time
for a long time. But this can’t be solutions for every pain points. We will need to find matching solution depth to problem scale.
Designing a flow, not just a screen.
Product designers do not design isolated screens,
but shape an end-to-end experience that supports decision-making and action.
area for improvements
Involve cross-functional partners earlier.
Realistic feedback from PMs and developers would’ve helped assess feasibility and prioritize better from the start.
Validate with real users in their real context.
Usability testing with frontline staff during active shifts could reveal blind spots and surface unmet needs more clearly.