Amazon Meetings

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Open deck

About
Amazon Meetings is an internal Amazon tool that allows Amazon employees to more easily and accurately schedule meetings. Of particularly high user value is Amazon Meetings’ tight integration with Amazon-specific resources, surfacing smarter status of rooms and people.

This core value attracts users away from scheduling tools of record, such as Outlook, for more involved scheduling needs.

Design prompt
Redesign Amazon Meetings.

Why?
Subpar usability based on quantitative data and survey feedback and team's desire to drive traffic from Outlook to Amazon's internal tool.

Project type
Enterprise interaction design

Team / role
Clint Rule, Creative Director

Duration
4 months

Features

Assign people and rooms as favorites. Create templates for common meeting types and use helpful presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create

1

Create meetings
Use a speed-optimized UI for quick meeting creation or a step-by-step workflow that provides deeper customization and guidance for creating meetings.

2

Access anywhere by phone
Use the responsive UI on phone, tablet, and desktop. Navigate the UI with screen reader software to navigate. Clearly view the UI with WCAG AA and AAA-rated contrast ratio UI components.

3

Review calendar or meetings
View single or multi-day schedules with drag-and-drop functionality to reschedule existing meetings or progressive reveal functionality to edit deeper meeting details.

4

Personalize
Assign people and rooms as favorites. Create templates for common meeting types and use helpful presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create meetings quickly.

5

Create meetings
Assign people and rooms as favorites. Create templates for common meeting types and use helpful presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create meetings quickly.

Target Audiences

Assign people and rooms as favorites. Create templates for common meeting types and use helpful presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create

Experience principles

Assign people and rooms as favorites. Create templates for common meeting types and use helpful presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create

Consistent

Meetings is part of a wider ecosystem of UI that allows users to check in or release rooms for meetings.

Teague used branding elements from the Meetings ecosystem in the redesign to let users know that that the check-in/release room features were available throughout this ecosystem.

Accessible

Teague and Amazon aimed to make Amazon Meetings accessible for workers who were visually-impaired and who relied on screen-readers, programs that read sections of the page out loud to them, to navigate the internet.

Teague designed each screen to make them easier to consume audibly and created documentation to help engineers understand how these elements should be developed so that the screen-reader would read the sections loud in the order they were intended.

Mobile-first

Helps refine the product down the most valuable functionality and content

No hover states/interactions

More easily solves for all resolutions )break points) between mobile and desktop.

While a lot of energy is focused on mobile, I will still always be ensuring and defining how to scales up into desktop.

Determine flows to prioritize

Assign people and rooms as favorites. Create templates for common meeting types and use helpful presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create

Research existing paradigms

Assign people and rooms as favorites. Create templates for common meeting types and use helpful presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create

Calendar

...my one-stop-shop for planning my schedule and managing meetings.

Pros
Very common interaction model; high familiarity.
Established interactions and accessibility applications.

Cons
Highest level of upfront complexity- UX, development, and design.
Probably the most bespoke components compared to other models
Redundant functionality with pre-dominant tool (Outlook)
Familiarity will make users more demanding of UX finesse and functionality.
More opportunities to fall short than supersede.Accessibility optimization will be intricate (but established)

Opportunities
One of the other models could potentially scale up to this model

Meeting Manager

...makes it fast and easy to find, review, edit, and add meetings.

Pros
Arguably the fastest model for finding a meeting.Very common/familiar interaction model for productivity.

Cons
Scalability (for new non-meeting features) would require adding top-level nav/menu.
Landing page is potentially server taxing.Screen-reader optimization should be fairly straightforward.
Panels might cause issues.
Not an immediately obvious solution for a dedicated “find an available room” use case.

Opportunities
“Find an available room” use case would be handled within a“Create a new meeting” flow.
Or, top-level navigation/menu would need to be introduced.
Introduce more, increasingly-calendar-like views over time (primarily for desktop), based on demand.

Calendar

...my one-stop-shop for planning my schedule and managing meetings.

Pros
Very common interaction model; high familiarity.
Established interactions and accessibility applications.

Cons
Highest level of upfront complexity- UX, development, and design.
Probably the most bespoke components compared to other models
Redundant functionality with pre-dominant tool (Outlook)
Familiarity will make users more demanding of UX finesse and functionality.
More opportunities to fall short than supersede.Accessibility optimization will be intricate (but established)

Opportunities
One of the other models could potentially scale up to this model

Meeting Manager

...makes it fast and easy to find, review, edit, and add meetings.

Pros
Arguably the fastest model for finding a meeting.Very common/familiar interaction model for productivity.

Cons
Scalability (for new non-meeting features) would require adding top-level nav/menu.
Landing page is potentially server taxing.Screen-reader optimization should be fairly straightforward.
Panels might cause issues.
Not an immediately obvious solution for a dedicated “find an available room” use case.

Opportunities
“Find an available room” use case would be handled within a“Create a new meeting” flow.
Or, top-level navigation/menu would need to be introduced.
Introduce more, increasingly-calendar-like views over time (primarily for desktop), based on demand.

We selected and refined directions

Assign people and rooms as favorites. Create templates for common meeting types and use helpful
presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create

We selected Zoomer because...

Assign people and rooms as favorites. Create templates for common meeting types and use helpful
presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create

Finally, we handed off the design.

Assign people and rooms as favorites. Create templates for common meeting types and use helpful
presets such as ‘My reports’, ‘My manager’, ‘My floor’ to create

Results
The final design was largely praised with Peter Skillman, the UX manager, saying that it was easily one of the best designed internal tools at Amazon. Another UX manager said that it created a new bar for the quality of UX of all MeetEx products. We were also told that it received much positive feedback from customers.

Reflections
While the redesign was successful, if I had more time I would explore ways to reduce the number and the appearance of identical-looking input fields, which is overwhelming at first glance. We might do this through the use of groupings and progressive disclosure.

I also wish there was more thought put into the onboarding process, as the first thing users are forced to do when they try to create a meeting is discern whether they need to create a “simple” meeting, “standard meeting,” or a “room invite.” The differences should be made clearer at the outset.

Lessions learned
‍‍
This was the first time I worked on a product for users at this scale and completely remotely. We had move quickly while relying heavily on stakeholder focus groups for direction and we supplemented this with casual test sessions with personal friends who worked at Amazon. This taught me to roll with the punches and try to get feedback however I could.

About
I'm a digital product designer with skills ranging from user research to UI design and prototyping.

To do this, I deeply listen to user needs and leverage my insights with data analytics and knowledge of business and technology to create scalable solutions to the right problems. I’m driven to design experiences that make people feel heard and that allow them to rediscover their sense of agency and wonder.

  • Focus
  • Interaction design
  • User Research
  • Usability tests
  • UX & UI Design