Product Design Case

ERP & CRM for Business, B2B/B2C, Product Design

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About ERP System

Introduction

Tech Harbor ERP System is designed for convenient management of large companies involved in product creation and collaboration with distributors. It proves beneficial for directors, managers, marketers, lawyers, and finance professionals within the organization. This system is designed for 5 departments of the company: Management, Warehouses, Finances, Lawyers, Marketers. And there is also a separate interface for Distributors. The system remains relevant and intuitively understandable for both tech-savvy individuals and those less familiar with progressive technologies. This Case Study explores how users address their daily work tasks based on their respective roles.

My Role

Interface and Product Designer.

The methodology involved empathizing with the problem, defining it, brainstorming solutions, designing, prototyping, and testing.

My Responsibilities

Conducting interviews, paper and digital wareframing, low and high-fidelity prototyping, conducting usability studies, accounting for accessibility, and iterating on designs.

Tools Used

Research and Hypothesis

ERP screen 2

ERP screen 2

ERP table screen

ERP chat screen

Problem Statement

The Tech Harbor ERP system is designed to streamline company management, yet users, primarily working professionals aged 22 to 65, struggle with initial navigation despite finding the interface intuitive. These users value efficiency and intellectual development, leaving little time for complex or inconvenient workflows. How might we enhance the onboarding experience and navigation to ensure a seamless, time-efficient transition for users adopting the system?

Breakdown of the Problem

🐢

Struggles with scalability

The initial ERP system lacked the flexibility to handle growing business operations, making it inefficient for enterprises managing large volumes of data.

🌀

Complex workflows with a steep learning curve

The interface was functional but required users to spend time adapting, slowing down operations and reducing efficiency.

🔗

Fragmented user experience

Information was scattered across different sections, making it difficult for users to navigate and extract meaningful insights.

📟

Outdated interface with usability gaps

The design followed traditional ERP structures, leading to usability challenges that hindered smooth and intuitive interactions.

Review of Decisions Made

Figma ERP

After conducting research and identifying key issues, the design was gradually developed for various departments of the ERP system.

Navbar ERP

Navigation menu for the "Manager" user.

Finance Department Navbar

Navigation menu for the user "Finance Manager".

The Users of ERP System

The ERP system serves business owners, executives, sales teams, legal experts, warehouse managers, and accountants, ensuring smooth workflow automation and collaboration. International distributors also rely on it for real-time data access.

David, a co-owner of a global business, seeks an integrated system to manage operations efficiently. He values fast task execution across devices but faces challenges like large interface texts on mobile and limited distributor data editing, highlighting the need for ongoing improvements.

David Carter – CEO persona

CEO

"I use the ERP system to monitor finances and key business metrics. It helps automate routine processes and speeds up decision-making."

Sophia Nguyen – International Lawyer persona

International Lawyer

"The ERP system streamlines my work with legal documents and contracts, ensuring compliance and efficient document management."

Liam Becker – Sales Representative persona

Sales Representative

"I use the ERP to manage client relationships, track deals, and analyze sales, making my job much easier."

Elena Vasquez – Warehouse Manager persona

Warehouse Manager

"The system helps me track inventory in real time, reducing errors and preventing stock shortages."

Accountant persona

Accountant

"The ERP automates financial management, making expense tracking, invoicing, and financial planning more efficient."

User Research: Pain Points

Convenience

The interface is built with tables and cards, ensuring a clear and intuitive experience.

Trust

"This service must be safe for our business and our distributors." (David)

Navigation

Users suggested adding breadcrumbs to screens for easier backtracking.

Accessibility

The system supports night/day themes, text resizing, and screen reading.

Digital Wireframes

The ERP system consists of five departments and an interface for the Distributor. I created Wireframes of all the screens and showed user paths for each department.

I also worked closely with developers and team managers to understand the functionality of the system. We gathered for BRAINSTORMING SESSIONS and analyzed the design and logic of all departments.

chat lo-fi

Clients Screen Lo-Fi

Notifications screen

Analytics screen

Analytics screen

Final Iteration

Mockups

After a second usability study, I found that search fields, filters, and buttons needed to be larger on mobile devices. Spacing between input fields and buttons was also increased for better accuracy.

I followed responsive design principles and slightly reduced font sizes in some elements. A dark theme was added to reduce eye strain and improve comfort for users who prefer it.

ERP Dark screen

ERP Dark

ERP Darc mode

Shipping Analytics ERP

Chat ERP

ERP on Mobile screen

Responsive Design

ERP on Mobile screen

ERP on Mobile screen

ERP on Mobile screen

Analytics and Performance Measurement

If the company had no restrictions, I would have incorporated analytics to measure key performance indicators (KPIs) and optimize the user experience. The main analytical focus areas would include:

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User Behavior Tracking

Using tools like Google Analytics, Hotjar, or Mixpanel to analyze user interactions within the ERP/CRM system, identifying common friction points and areas for improvement.

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Conversion & Engagement Metrics

Measuring how efficiently users navigate between features, complete tasks (e.g., adding clients, generating reports), and engage with automated workflows.

⏱️

Task Completion & Time Efficiency

Tracking how long it takes users to complete key actions in the system, aiming to reduce time spent on repetitive processes.

🎥

Heatmaps & Session Recordings

Identifying usability pain points by visualizing clicks, scroll depth, and interaction patterns with features such as the client management table.

🔄

A/B Testing for UI Improvements

Testing different layouts, button placements, and form designs to improve usability and adoption rates.

Accessibility Considerations

01

I also used a sans-serif font family “Poppins” - for easy reading of texts in the application.

Persona image

02

I used colors and contrast for input fields and buttons to make it convenient and understandable for people with weak vision.

03

I created a dark theme design for convenient use of the ERP System by various users.

Design System

During the course of the project, I meticulously crafted a comprehensive Design System tailored specifically for the ERP System. This endeavor involved a continuous refinement process, wherein the system organically expanded and evolved with the addition of new elements and components over time.

By integrating this Design System into our workflow, we achieved notable improvements in efficiency and productivity. It facilitated the seamless design of new functionalities, enabling rapid iteration and refinement, while also streamlining the process of implementing global updates across the system.

Design System Dark BG

Layout Design System

Colors Design System

Typography Design System

Organisms Design System

Atoms Design System

Molecules

Next Steps

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User-Centric Testing and Documentation

We will rigorously test the ERP system’s usability and functionality, documenting any issues and strategically delegating tasks. This ensures a seamless, user-focused experience.

🎙️

User Interviews for System Enhancement

Qualitative interviews will help identify pain points and improve usability. By leveraging user feedback, we ensure the ERP system exceeds expectations.

♿

Inclusive Usability Research for Accessibility

Multiple rounds of research will enhance accessibility for users with disabilities, ensuring an inclusive and seamless ERP experience.

CRM devices

Impact

Users responded positively after the first month of using the ERP System, which will help automate most processes in business. Here is one quote from a user:

What I Learned

When I created the first version of the ERP System, I learned to use empathy and get rid of my own prejudices. Usability research has helped to improve functionality, which will positively affect user interaction and affect the development of his business.

In Summation

Elevating the ERP system's performance involves a holistic strategy encompassing comprehensive testing, user-centric enhancements, and a commitment to accessibility. By prioritizing user feedback and inclusivity, we're not just optimizing the system; we're cultivating an environment where every user's needs are met.

Link to the website of the company for which ERP System was developed: rifbar.com.

Thank you for taking the time to review my Case Study!