Role
UI/UX Designer
Duration
2 Months
Industry
SaaS / Project Management
A project management workspace built for internal teams to manage tasks, communication, files, and project progress in one place.
This case study has been adapted from an internal product. Product name, visuals, data, and selected details have been changed to protect confidentiality.
The Context
As the organisation grew, project work became increasingly spread across different tools. Tasks, conversations, files, and updates were not always easy to connect, making it harder for teams to keep track of the work.
Problem Statement
The challenge wasn't finding another project management tool. It was bringing the organisation's existing workflow into one place.
SCATTERED COMMUNICATION
Conversations happen across email, Slack, WhatsApp, and meetings simultaneously. By the time a decision is made, half the team has missed it.
DECENTRALISED INFORMATION
Project files live across Google Drive, Notion, email attachments, and personal desktops. Finding the right version of anything costs time nobody has.
LACK OF INSIGHTS
Without a single view of progress, managers are always reacting. Roadblocks get spotted late, deadlines slip, and accountability is unclear.
Target Audience
Built for internal teams managing multiple projects, people, and deadlines.
Project Leads
Need visibility across projects, deadlines, ownership and blockers.
Team Members
Need clear tasks, relevant context, files and communication.
Managers
Need a quick view of project progress without getting into every task.
Competitor Analysis
Existing products already solve project management at scale. The opportunity wasn't to recreate them.
The comparison helped identify common patterns, gaps, and the trade-offs teams make when work is spread across multiple tools.
Solution
TaskHive brings tasks, communication, files, and project activity into one connected workspace, giving teams the context they need without constantly switching between tools.
CENTRALISED MANAGEMENT
One hub for chat, documents, and project activity. No more switching between tools to find a conversation or track down a file.
ADVANCED TASK TRACKING
Task dependencies, recurring tasks, and time tracking give teams the structure to plan accurately and spot bottlenecks before they become blockers.
Project Goals
Four goals shaped every decision in this project.
Keep context close
Reduce tool switching
Make progress visible
Keep it simple
Pain Points
Research surfaced recurring frustrations across the target audience. These weren't edge cases — they were the default experience for most teams using existing tools.
Information Architecture
The IA was structured around the three most frequent user actions: checking task status, finding a file, and communicating with the team. Navigation depth was kept to two levels for all primary actions so users never have to hunt for something they use daily.
Branding
The visual identity balances professionalism with approachability. The visual system was designed to keep a complex workspace clear, consistent, and easy to navigate as the product grows.
COLORS
ICONS
LOGO
MEMOJI
Hi-FI Wireframes & Prototype
High-fidelity screens were built in Figma and prototyped to cover the core workflows: project creation, task assignment, team chat, and document access. Every screen was designed to give users exactly what they need for that action without surfacing everything else at once.
Testing & Iteration
The prototype was tested with 12 users through informal usability sessions, focusing on core workflows such as finding tasks, understanding project progress, and navigating project information. 8 users completed the workflows independently, while others encountered friction around navigation, task actions, and finding information.
Findings led to 4 rounds of iteration, refining navigation, hierarchy, task interactions, and overall workflow clarity before final handoff.
Learnings
USER-CENTRIC DESIGN
TaskHive was designed for an internal team, so the focus was not on introducing a completely new way of working. The product needed to fit into existing team workflows while bringing tasks, communication, files, and project information into one connected workspace.
PRODUCT CLARITY
When multiple types of information live within the same product, structure becomes just as important as the interface itself. Clear hierarchy, navigation, and separation of information helped keep the workspace manageable as projects and tasks grew.
DESIGN SYSTEM
A reusable component system helped maintain consistency across the product and created a stronger foundation for expanding the experience without redesigning patterns from scratch.
Future Scope
As teams and projects grow, TaskHive can evolve beyond core project management into a more connected workspace for the organisation.
INTEGRATIONS
Connect existing tools and services so teams can bring relevant information into their projects without switching between platforms.
ADVANCE INSIGHTS
Introduce project and team-level insights to help leads understand progress, workload, bottlenecks, and overall project health.
SMARTER WORKFLOWS
Automate repetitive actions such as task assignments, reminders, status updates, and recurring workflows.
ROLE BASED EXPERIENCES
Create more tailored experiences for different team members, from contributors managing their tasks to leads overseeing projects and workloads.