Discover
Research
• The problem space
• Understand users
Framing
• The problem(s) to be solved
• Opportunities
Gathering
• Enough evidence
• Initial direction on next step
User research goals 
What? When? Why? How?
Challenges of scheduling
- What are the challenges of scheduling job interviews?
- When did the problem occur?
Harder to schedule within a reasonable timeframe
- What are the types of situations that are most likely to spend longer time scheduling an interview?
Tools/methods
- What tools/methods are successful in scheduling job interviews, why do you need them?
- How do the scheduling tools help the recruiters to schedule job interviews?
Improvement/wishlist
- Is there anything you wish you could do with these products which is currently not possible?
Discover the opportunity to improve the interview scheduling experience for recruiting team
Interview insights gathering
Find availabilities
- Find a time that works for everyone
- Trying to schedule around people's busy schedules
Aware of the schedule
- Keeping track of all the different scheduling requests
- Making sure everyone is aware of the schedule
Collaborate with people
- Schedule around people's busy schedules
- Coordinate with multiple people
Having to coordinate with multiple people in order to find a time that works for everyone
“Finding a time that works for both the potential candidate and the recruiter/hiring manager is a challenge sometimes. This can be difficult to coordinate, especially if the potential candidate is located in a different time zone.”
“I need to schedule as many interviews as possible in the allotted time. The goal is to schedule the interviews in such a way that no interviewer is overworked and all of the interviews are conducted in a timely manner.”
Trying to schedule around people's busy schedules
“If the candidates are not responsive or if the hiring manager's schedule is full, I have to spend more time and effort working on the interview schedule.”
“I feel that it is best to schedule interviews in advance so that both parties have time to prepare. This also allows the us to gauge the interest of the candidate and ensure that they are still interested in the position.”
Keeping track of all the different scheduling requests
“Sometimes, I feel pressure to ensure that the interviews are conducted in a timely and efficient manner, in order to avoid any delays in the hiring process.”
“Ideally, the potential candidate is prepared for the interview. This means that the candidate should have all of the necessary documents and materials ready. The recruiter should also give the candidate a list of questions to prepare for in advance.”
Making sure everyone is aware of the schedule
“I coordinate with hiring managers and other employees to ensure that the interview process runs smoothly. I also follow up with candidates after an interview to provide feedback.”
“I use the scheduling tools like Google Calendar or Calendly to help me to automate part of the scheduling process. Google Calendar is a great tool for keeping track of events and setting reminders. Calendly is a great tool for setting up appointments and managing your schedule.”
Empathy map
Personas
Customer journey map
Recruiters main touchpoints
The reason why scheduling is time consuming:
The recruitment app and scheduling app currently they are using are not very efficient for scheduling job interviews
The existing tools such as Greenhouse and Calendly schedule for a specific interviewer. Most time, finding an interviewer from an interview pool is unnecessary because it is a uniform predetermined interview.
The most significant hurdle is aligning the availability of both candidates and hiring managers
Define
Capture
• The user needs
• Problem statement
Align
• a concise goal
• Problem seek to solved
Identify
• metrics for success
• set a clear vision
Identify key pain points
Affinity diagrams
Early concepts
Efficiency
- Be able to share availability without spending time and effort
- Let each individual manage their own schedule
Collaboration
- Everyone can see the available appointments
- A way to share information such as availability, interview skills, working hour, time zone
Optimization
- Optimize the availability for a better scheduling experience
- Handle the recruiting team's specific needs
Time-saving
- Book with a few clicks
- Easy to cancel/reschedule users' own appointment
- Upcoming interviews in one place
Flexibility
- Allow users to view available timeslots
- Allow users to make a booking on their own
Effectiveness
- Offer the option to cancel or reschedule interviews
- Receive reminders for upcoming appointments
Develop
Ideate
• Brainstorm solutions
• Prioritize opportunities
Generate
• Key flow charts
• Wireframes
Test
• Test with potential users
• Iterate based on user feedback
Turn Insights into Opportunities
How might we provide a better scheduling experience for the recruiting team and candidates?
How Might We …
…allow the recruiter to see all of the available appointment times in one place?
…allow recruiter book appointments directly from a place such as a calendar?
…let recruiters find interviewers' skill easily?
…let the recruiting team know some colleges are not available for appointments?
…let the team use shared time slots that all team members can access?
…let the recruiter share the available time slots with candidates easily?
…allow the recruiter to see when potential candidates are available at certain time and location?
…avoid any delays in the scheduling process?
…ensure that the interview process runs smoothly?
…ensure that the best candidates are interviewed?
Priority matrix
A recruiter needs to be able to quickly and easily schedule an interview with a potential candidate. The process should be simple and streamlined, so that the recruiter can focus on finding the best candidates for the job.
Personas
Recruiters / Hiring managers
- Invite team members to share availability
- Invite candidate to schedule interview
- Set team member interview skills
Team members
- Share availability by connecting calendar
- Connect to video conference account
- Manage interviews
Candidates
- Schedule an interview via link
- Provide information
- Reschedule and cancel interview
Key flows
Key user flows
Step 1: Recruiters invite team
Step 2: Team member create account and sync calendar
Step 3: Create interview type, setup required interview skills
Step 4: Schedule interview
Site Map
Lo-fi Sketch
The goal of the lo-fi sketch is to arrange the key steps in order and pair candidates with interviewers who have both the necessary availability and relevant skill set.
Mid-fi screen flows & testing
Invite team
Join as team member
Create interview
Schedule interview
Goal of the testing
- Does the design solve the scheduling problem?
- Is it easy to schedule an interview than before?
Test with potential users
- Test each flow separately
- Test the all flows together
Insights from testing
- Ability to manage recruiter or hiring manage account
- A better way to create on site interview
- A way to share a link with everyone in the company instead of entering all emails in the small box
- Able to adjust each team member's skills from the table
- Ability to manage interview skills
- The interview may include multiple interviewers
Test wireframes can be a helpful tool for evaluating the user experience of a proposed design.
Mid-fi screen iteration
Invite team
Schedule interview
Updated mid-fi screens based on the feedback from testing
- Allow user to select multiple interviewer
- Allow user invite members with link
Insights from iteration
- A way to select a type of team member from interview team
Continue focus on the flow and navigation. enhance wireframes with additional details..
Deliver
Enhance
• Mockup and Prototype
• Tactile representation of ideas
Test
• Key flow charts
• Tactile representation of ideas
Document
• Design system
• Outcome
Hi-fi design
Administration account
Recruiters / Hiring managers
Interview type
- Create different type of interview
- Add required interview skills
Interview set
- Combine interviews as a set of interview
- Edit or reorder interviews
Invite team
- Invite team members with emails
- Invite team members with a link
Interview skills
- Add & remove skills
- Add & remove team members
Design system
UI Components
A design system helps to ensure that all UI elements are consistent in terms of style, color, and layout. This helps to create a cohesive look and feel for a product, and makes it easier for users to navigate and use the product.
Outcomes
What went well so far:
- Navigation needs to be more straightforward
- Need to design the profile page
What could be improved:
Next step:
- Recruiters may sometimes book interviews for condidates
- Ability to book a set of interviews
- May need to have interview groups for next version
- team member bulk edit feature is not necessary for the first version
