Internal task manager

An internal task manager for the B2B application, developed for salespeople and managers. A big task loaded with complex business logic.

Senior Product Designer • 2019 – 2026

Senior Product Designer •
2019 – 2026

The Challenge

The goal was to build completely new functionality from scratch. We needed to create a unified, user-friendly system that would replace the disorganized use of traditional messaging apps, transforming it into a single, manageable corporate channel.

The biggest challenge was developing a tool that would be ideal for two completely different roles:

👩🏼‍💻

CREATORS

Managers of various levels

They need to quickly create complex tasks, assign them to specific stores or entire divisions, and track their progress.

🧑🏻‍💼

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.

Research

At a meeting with the analyst and product manager, we decided to split this large task into three parts:

Task creation
Task management by performer
Task management by creator

After that, I first researched best practices in the most popular task management services, such as Asana, Jira, Todoist, Google Tracker, Notion, Microsoft Teams and Yandex Tracker.

Various task managers

01

Task creation

This part is a great example of the Design System benefits, as it's built entirely on its foundation. Inputs, selectors, date/time pickers, file attachments, etc. – all these components are taken from the library we created.

The entry point to this section for any role is the app's main screen. The first screen of the section is a task list in the form of cards, sorted for convenience by various criteria.

When creating a task, the manager first gives it a name and description; selects the start and end dates / times; attaches photos / videos / documents if necessary.

The Challenge

The biggest challenge was developing a tool that would be ideal for two completely different roles:

👩🏼‍💻

CREATORS

Managers of various levels

They need to quickly create complex tasks, assign them to specific stores or entire divisions, and track their progress.

🧑🏻‍💼

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.

Research

At a meeting with the analyst and product manager, we decided to split this large task into three parts:

Task creation
Task management by performer
Task management by creator

After that, I first researched best practices in the most popular task management services, such as Asana, Jira, Todoist, Google Tracker, Notion, Microsoft Teams and Yandex Tracker.

Various task managers

01

Task creation

The entry point to this section for any role is the app's main screen. The first screen of the section is a task list in the form of cards, sorted for convenience by various criteria.

When creating a task, the manager first gives it a name and description; selects the start and end dates / times; attaches photos / videos / documents if necessary.

Brief info adding flow

Next comes the step of identifying performers. This involves a flexible selection system depending on the manager's level. For example, a regional director might assign a task to all salespeople in all stores in a specific region. However, they can also select specific employees within any store. They can also appoint an observer and a responsible person.

Brief performer selecting flow

Once the assignees have been selected, the task is ready to be published. You can publish it immediately or save it as a draft and submit it later. Once published, the task appears as the first card in the task list. It is assigned the "New" status.

02

Task management by performer

The performer receives a push notification about the task assigned to them. The notification is also sent to their email address.

After opening the task, the performer reviews its description and attached documents, and by clicking the "Accept the task" button, changes the task status to "In Progress."

Comment sending flow

If an employee has questions about a task, he can send a comment to the author via messenger on the task screen.

A new message indicator is provided on the task card in the task list.

All participants also receive push notifications.

All task status transitions are also displayed in the task's messenger.

After completing the task, the employee must write a text report, attach files if necessary, and submit the task. The task status changes to "Under Review.”

Comment creating flow

03

Task management by creator

The manager receives a notification that the employee has completed the task. He selects a card with the status “Under review” from the task list and gets acquainted with the performer's report. If he is not satisfied with the report, he returns the task to work, accompanied by a comment. The task returns to the “In Progress" status.

Otherwise, the manager confirms and transfers the task to the status “Completed".

Task approval flow

Outcome

I designed over 160 screens, mapping out edge cases, error state, and user interaction to ensure the entire design was fully prepared and ready for development.

Ultimately, we developed and launched a completely new, scalable tool from scratch, transforming a complex workflow into a simple and intuitive interface.

All layouts and specs for development

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