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Introducing a tool for professional presentation designers with features like file versioning, time tracking, resource management, automatic alerts, chat feature, integration of other tools, advanced reporting, automatic quotation creation, and professional selection based on budget and collaboration. Streamline and optimize your presentation design process with this powerful tool.

📅 Year & Agency

2019 – Txlabs Formerly known as Jiniguru Pvt Ltd

🛠 Tools Used

Miro, Adobe XD, Adobe Illustrator, Protopie, Invision & Jira.

👥 Team Members

Subham Chakraborty, Tushar Patil, Devendra Vithalpara, Kinjal Thakkar

📝 Scope of the Project

The scope of the project refers to the boundaries and limitations of the work that will be performed by the professional presentation and Microsoft Word designer. It includes the tasks, deliverables, and expectations for the project.
The scope of the project should be clearly defined and agreed upon by both the client and the professional before the project starts. This helps ensure that both parties have a clear understanding of what is expected and can manage their time and resources effectively.
In the case of the professional presentation and Microsoft Word design tool, the scope of the project might include tasks such as:

Researching and gathering information for the project.
Designing and creating documents and presentations.
Reviewing and editing drafts.
Providing feedback and revisions based on the client’s input.
Delivering the final result in the agreed-upon format.
A detailed proposal outlining the scope of work, deadlines, and budget.
Drafts and revisions of the documents and presentations.
The final version of the documents and presentations are in the agreed-upon format.
Any additional materials or resources, such as templates and graphics.
It is important to note that any changes to the scope of the project should be agreed upon by both the client and the professional and documented in writing.
This helps ensure that both parties are on the same page and that the project stays on track.

Problem

As a group of professional presentation and Microsoft Word document designers, They often work with clients to create high-quality documents and presentations for various purposes, such as business meetings, conferences, and marketing materials. They have a lot of experience in this field and were looking for ways to streamline your workflow and deliver the best possible results to your clients, However, managing multiple clients and projects can be challenging, especially when you have to juggle multiple versions of documents, keep track of your time and resources, and communicate with clients and team members. This can lead to confusion, delays, and mistakes, which can impact the quality of your work and your reputation.

Solution

To solve these problems, you decide to try a new tool that has all the features you need to manage your professional presentation and Microsoft Word design work more efficiently. This tool includes:

File versioning

This feature allows you to keep track of different versions of your documents and presentations, so you can easily refer back to previous versions if needed.

Time tracking

This feature helps you track your time on each project, so you can bill your clients accurately and make sure you’re not overworking yourself.

Resource management

With this feature, you can manage your resources, such as templates, graphics, and fonts, more effectively, so you can access them quickly when you need them.

Automatic alerts

This feature sends you notifications when important events or deadlines are approaching, so you can stay on top of your work and meet your commitments.

Chat feature

This feature allows you to communicate with your clients and team members in real-time, so you can stay in touch and resolve any issues or questions quickly.

Integration of other tools

This feature allows you to integrate your favorite tools and apps, such as Google Drive, Slack, and Trello, into one place, so you can work more efficiently and seamlessly.

Advanced reporting

This feature provides you with detailed reports on your work, including your time spent, project progress, and client feedback, so you can stay informed and improve your performance.

Automatic quotation creation

This feature generates professional and accurate quotations for your clients based on your hourly rate and the scope of work, so you can win more business and reduce the time you spend on paperwork.

Desired Professional based on budget & requirement

This feature allows you to specify your budgets and other requirements, such as skills and experience, when searching for professionals to collaborate with, so you can find the best fit for your project.

Preview the progress and comment

This feature allows you to review the progress of your projects and provide feedback to your clients and team members, so you can ensure that the final result meets your standards and your clients’ expectations.

User Research

To understand the needs and pain points of presentation designers and their clients, we conducted user interviews and surveys with a group of professionals in the field. We asked about their current process for managing presentation projects and the challenges they faced. We also asked clients about their experience with the quotation process and their preferences for collaboration with design teams. Based on this research, we identified the following key requirements for the project management tool:

Ease of use: The tool should be intuitive and easy to navigate, so designers and clients can start using it right away without a lot of training.
Collaboration
Capabilities: The tool should allow designers to easily share and collaborate on documents and tasks with team members and clients.
Quotation module: The tool should allow clients to generate customized quotes for their projects and collaborate with the design team throughout the process.
Project tracking: The tool should provide an overview of the project status, including tasks that have been completed and those that are still pending.
Customization: The tool should allow designers to customize their workflow and project templates to fit their specific needs.

Primary user research/ User Group

After gathering our initial research, We had a pretty solid idea of our target market and potential users. But we needed some more first-hand insights to make sure we come up with the right solution. So, we went ahead with user interviews to empathize with the users and understand their needs and wants. For this project, we focused on 2 user groups

User Interview-Freelancer

We interviewed 6 users, All interviews were done virtually, We Prepared a set of questions that I came up with after going around the problem statement a couple of times and doing a few short brain-storming session with the team and stake holders. The answers presented below are generalized for easy understanding.

User Interview-Clients Looking for Professional Designers

We interviewed the stakeholders for this & they helped us schedule interviews with some of their older clients, where we discussed the issues they were facing. All interviews were done virtually. The answers presented below are generalized for easy understanding.

How Might We

How might we streamline the project management process for presentation designers?
How might we improve communication and collaboration between presentation designers and their clients?
How might we simplify the quotation process for clients and designers?
How might we provide an overview of project progress and identify potential issues early on?
How might we customize the workflow and project templates to fit the specific needs of presentation designers?
How might we make the tool easy to use and intuitive for both designers and clients?

Competitor analysis

There are several competitors in the market that offer similar or overlapping features to the professional presentation and Microsoft Word design tool. Some of the key competitors include:

Asana: Asana is a project management tool that offers features such as task tracking, team communication, file sharing, and integration with other apps.
Trello: Trello is a project management tool that offers features such as kanban boards, task lists, team communication, and integration with other apps.
Google Drive: Google Drive is a cloud storage and file management tool that offers features such as file sharing, collaboration, and integration with other Google apps.
Microsoft Teams: Microsoft Teams is a team communication and collaboration tool that offers features such as chat, video conferencing, file sharing, and integration with other Microsoft apps.

Differentiators

One of the key differentiators of the professional presentation and Microsoft Word design tool is its focus on the needs of freelancers and clients in the presentation and Microsoft Word design field. It offers specialized features such as file versioning, advanced reporting, and automatic quotation creation that are specifically tailored to this market.
Another differentiator is the tool’s integration with other tools and apps. It allows users to connect their favorite tools and apps, such as Google Drive and Slack, into one place, which can improve their workflow and productivity.
Finally, the tool’s preview the progress and comment feature allows users to review the progress of their projects and provide feedback in real-time, which can improve the quality of the final result

Strengths

Specialized features: The tool offers specialized features that are tailored to the needs of freelancers and clients in the presentation and Microsoft Word design field.
Integration with other tools: The tool allows users to connect their favorite tools and apps in one place, which can improve their workflow and productivity.
Real-time feedback: The tool’s preview of the progress and comment feature allows users to review the progress of their projects and provide feedback in real-time, which can improve the quality of the final result.

Weaknesses

Limited to presentation and Microsoft Word design: The tool is focused on the needs of freelancers and clients in the presentation and Microsoft Word design field, which may not be relevant to users in other industries.
Missing some features: While the tool offers a range of features, it may not have all the features that some users may need, such as advanced project planning or invoicing.
Limited integrations: The tool allows users to integrate with a limited number of other tools and apps, which may not meet the needs of all users.

To further develop the professional presentation and Microsoft Word design tool, there are a few things that could be considered:

Expand the scope of the tool: Currently, the tool is focused on the needs of freelancers and clients in the presentation and Microsoft Word design field. Expanding the scope of the tool to include other industries or types of work could make it more appealing to a wider range of users.
Add more features: While the tool already offers a range of features, there may be additional features that users would find useful. For example, adding project planning or invoicing features could make the tool more comprehensive.
Increase the number of integrations: The tool currently allows users to integrate with a limited number of other tools and apps. Increasing the number of integrations could make the tool more flexible and allow users to connect with more of their favorite tools.
Improve the user interface: The tool’s user interface (UI) is an important factor in the user experience. Improving the UI, such as making it more intuitive or visually appealing, could make the tool more appealing to users.
Expand the marketing efforts: Reaching more users through targeted marketing efforts could help the tool gain more traction and attract more users. This could include advertising, social media marketing, or partnerships with influencers or industry organizations.
Seek user feedback: Asking users for their feedback and ideas for improvement could help the tool evolve and better meet the needs of its users. This could be done through surveys, user testing, or focus groups.

User Interviews

We conducted a few user interviews to identify who the users are, what they do, what their goals are, and what struggles they have to suffer from.Being a tech business and going through the same problems every day allows us to have more intense sympathy and a better understanding. Those became such strong foundation for us to start working on this project.

Dashboard

The System is very attentive. Dashboards contains the overall picture of team’s work and results achieved.It helps to see the strengths and weaknesses of the team and help build the workflow properly and avoid mistakes in the future.

Tasks - Card View

As an alternative to table view, there is card view that allows to display a brief information about the project – this decision helps new employees get up to date on all the projects of the team.