Internal task manager

Tasks for a whole retail network: sent from the office, done in the store. The feature is part of two bigger products, the company’s web operations platform and the team’s mobile app.

Senior Product Designer • 2019 – 2026

Senior Product Designer •
2019 – 2026

The Challenge

The goal was to build completely new functionality from scratch – on web and mobile at the same time. We needed a unified, user-friendly system that would replace the disorganized use of messaging apps with a single, manageable corporate channel.

The biggest challenge was building one tool for two very different roles – and making both of them feel at home on either platform:

👩🏼‍💻

CREATORS

Managers of various levels

They need to quickly create complex tasks, assign them to specific stores, entire divisions or particular people, and track progress across all of them.

🧑🏻‍💼

PERFORMERS

Regular employees

Regular
employees

They need an accessible tool to see their top priorities, quickly send updates, and ask questions without losing the context of the task.

Outcome Preview

The launch of the task manager optimized internal operational processes and reduced the administrative overhead for both managers and field employees:

92%

Task Completion Rate

92% of tasks are now completed within deadlines (an 18% increase compared to legacy workflows).

-50%

Time-to-Task Creation

The time required to create a task involving multiple assignees and locations has been halved.

4.5/5

Customer Effort Score

Rated 4.5 / 5 by internal staff for the ease of submitting reports and collaborating via the contextual chat.

01

One product, two contexts

Managers and store staff can do everything on both platforms — create tasks, complete them, review them — and both launched at the same time. So the question wasn’t what to cut from mobile, but what each platform should be best at.

The web is for running a task across the store network: dense tables, filters by region and store, bulk assignment, export. The phone is for getting work done in the moment: a push, a task card, a quick question in the chat, a photo report.

The two apps use different design systems, but they share the same logic: the same tasks, roles and statuses on both.

The Challenge

The biggest challenge was building one tool for two very different roles – and making both of them feel at home on either platform:

👩🏼‍💻

CREATORS

Managers of various levels

They need to quickly create complex tasks, assign them to specific stores, entire divisions or particular people, and track progress across all of them.

🧑🏻‍💼

PERFORMERS

Regular employees

They need an accessible tool to see their top priorities, quickly send updates, and ask questions without losing the context of the task.

Outcome Preview

The launch of the task manager optimized internal operational processes and reduced the administrative overhead for both managers and field employees:

92%

Task Completion Rate

92% of tasks are now completed within deadlines (an 18% increase compared to legacy workflows).

-50%

Time-to-Task Creation

The time required to create a task involving multiple assignees and locations has been halved.

4.5/5

Customer Effort Score

Rated 4.5 / 5 by internal staff for the ease of submitting reports and collaborating via the contextual chat.

01

One product, two contexts

The two apps use different design systems, but they share the same logic: the same tasks, roles and statuses on both.

Creating a task — web and mobile

02

Planning at scale

One task can go out to many stores at once, so the web form is built for that.

There are two ways to choose who does it, and they work the same on web and mobile. Most tasks go to job positions: pick the regions and stores, then the positions that should take it. A store director can simply pick their own people by name. Observers and reviewers can join too, and everyone gets a push the moment the task is published. Repeat tasks can be copied, not rebuilt.

Back in the list, each task shows how far along it is, and filters take you straight to the stores you care about.

Planning a task across the store network

States — picking divisions, publishing, no results

03

Control without micromanagement

When one task runs across many stores, a manager needs the big picture first and the details only when something is off.

The task page has three tabs. Parameters shows how the task was set up. Assignees lists everyone who got it, with their status, so it’s easy to see who’s done and who’s behind. Change history shows who changed what, and when.

Copying, exporting to Excel or taking a task down is one click away — and taking it down asks first.

Tracking a task — parameters, assignees, history

States — confirming a take-down, exporting

04

On the go

On the phone, the same task is something to do right now.

The employee gets a push, opens the task, reads what’s needed and accepts it. Questions go to the author right in the task chat, where everyone also sees each status change. When the work is done, they write a report, attach photos and send it for review.

Task viewing and commenting flows

A report that changes the task status to "Under Review"

05

Unified status model

A task can start on one platform and finish on the other: created on the web, done on a phone, reviewed wherever the manager happens to be.

If the report isn’t good enough, the manager sends the task back with a comment. If it is, they mark it done. Either way, everyone sees what happened — in the task chat on the phone and in the change history on the web. On the web, a manager can also open anyone’s report right from the Assignees list.

Outcome

I designed both platforms down to the edge cases and error states, so the team could build them without guessing.

We launched the tool on web and mobile at the same time, turning a complicated multi-store routine into something people can simply use.

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