Vasilis Kolip • Microsoft

Overview

One of the products I'm most proud of designing is a desktop app initially called WinAutomation from Softomotive.

I was the principal designer on the project, responsible for everything from user research to iterated UI/UX design in a truly agile (meaning that we abided by all the rituals) team of seven.

I conducted internal user testing and feedback sessions throughout the design process to ensure the app met the needs of our target audience. On the process, the app was acquired by Microsoft and is now included in Windows 11 with its new name, Power Automate Desktop or PAD for short.

PAD is a low-code desktop automation solution that allows users to free up time and focus on things that really matter. Its key highlights:

Automates repetitive tasks

Enhances productivity

Integrates multiple systems

Problems

Prior to its transformation into PAD, the product was known as WinAutomation and was under the ownership of Softomotive.

Upon joining the team, I encountered three primary challenges with the product:

It was dated

A visually outdated and disconnected design was observed by everyone

It was hard to use

A shift towards simplified user journeys for a wider user base was needed

It was inaccessible

Inclusive design is paramount for users with various limitations

Opportunity

"How can we streamline and simplify automation support for a broad audience?"

User persona

To gain a deeper understanding of our users, I crafted a persona to empathize and connect with their needs on a personal level.

Execute without oversight

"I'm tired of spending hours on end doing the same monotonous tasks."

Boost productivity

"The repetitive nature of these tasks leave me feeling unproductive."

User persona

Methodical at work

"I'm motivated to find a way to free up my time and focus on more important work."

Automate workflows

"I yearn for a solution that brings ease and efficiency into my daily workflow."

Failing to meet OKRs

"The lack of automation options makes me waste time and my potential."

Design goals

The design process for WinAutomation commenced with thorough internal research. I initiated discussions with key stakeholders, including designers, developers, managers, the CTO and the CEO who had started it all.

My primary focus was on customer care representatives who had valuable first-hand insights. Additionally, I collaborated closely with tech writers who had been writing help page articles based on customer requests.

After gathering all the necessary pieces, the head of design, product manager and I collaborated to meticulously subcategorize the tasks into four main categories that I worked on as a the principal designer.

UI redesign

When I undertook the UI facelift of the app (in 2019), it was still sporting a skeuomorphic design style reminiscent of the mid-2000s.

We embarked on a transformational journey by introducing:

Colors
Flat style icons
Enhancing layouts
Incorporating helpful illustrations

Click on the switch below

BeforeAfter

Curious about details? Dive a little deeper

UX improvements

During the project, I communicated with stakeholders, involved developers early, maintained consistency with existing patterns, made enhancements, prioritized accessibility and conducted design QA checks for usability

User research

I conducted user research to gain insights

Defined objectives

I clearly defined the objectives of the UX & UI improvements based on feedback and business priorities

Information architecture

I assessed the app's UX flows and identified opportunities to simplify them

Wireframing & prototyping

I created wireframes and interactive mockups to validate design ideas, with feedback from stakeholders

Iterative design

Incorporating feedback I iterated on the mockups and prototypes

Usability testing

I conducted usability testing sessions to identify further areas for refinement

Accessibility

Why it matters

Every human on the planet approaches situations differently.

We all have different ways to think about problems, different things we need to make decisions and different ways we like to learn.

— Cambridge Cognition

Inclusive design principles

My work was based on three principles:

Recognize exclusion
Learn from diversity
Solve for one, extend to many

Throughout the development process, I meticulously oversaw the implementation, ensuring that screen readers and high contrast modes worked without any disruptions.

RegularHigh contrast

Power Automate Desktop without high contrast

Design system

When I joined WinAutomation, there was no established design system in place.

One of my responsibilities was to initiate the process by carefully analyzing the existing patterns and compiling an inventory of design assets and components across the entire Softomotive product family.

Just as I began the componentization process, the company underwent acquisition by Microsoft.

Consequently, I shifted gears and transitioned to utilizing Microsoft's renowned Fluent design system, aligning our efforts with their established framework.

Project launch results

Starting with a closed circle of beta testers, we verified that we had successfully achieved all the project goals.

From there on, since its acquisition by Microsoft, the app's user reach grew exponentially. As part of the Power Automate family (which allows other parts of Microsoft Office and more automation) it offers a lot more than originally anticipated.

Since it's included in Windows 11, it's attracting millions of users worldwide who rely on it to save time and prioritize their core tasks.

The business impact was huge and can be seen by the peer reviews it has received.

4.5 out of 5

376 reviews

4.5 out of 5

137 ratings

8.3 out of 10

200 ratings

4.4 out of 5

162 reviews

4.0 out of 5

51 reviews

Conclusions

Effective collaboration: The project's success hinged on seamless collaboration among individuals from diverse teams and locations.

Clear communication: Open and effective communication channels were essential to ensure everyone was aligned and felt productive in a cohesive working environment.

Adaptability to change: The acquisition of the company introduced new systems and processes, requiring the team to adapt and embrace change, leveraging it as an opportunity for growth.

Humility and teamwork: A low-ego approach and a strong focus on teamwork allowed accepting feedback and a collective commitment to achieving the project's objectives.

Continuous improvement: Regular retrospective rituals provided valuable insights for refining workflows, identifying areas for improvement and implementing adjustments to enhance future projects.

NEXT STEPS
The journey of Power Automate Desktop is an ongoing one, marked by continuous growth and endless possibilities.

By harnessing the power of Chat GPT's technology across our product lineup, we have revolutionized the ease of building natural language-based automations.

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