Michael P. Smith
- Erin is self-employed
- Erin balances multiple obligations.
- Erin has irregular work patterns.
I need to figure out where everyone needs to be at specifically what time, recruiting other nannies, on top of outreach and finding customers.
I need to balance my time between nannying, managerial work, maintaining my website, and wedding planning stuff.
I could be at multiple houses throughout the day. I’m on the move a lot, so I try to work from my laptop whenever I can.
How might we use AI to make multitasking a more productive experience for self-employed workers?
How it works
Build your workspaceEveryone uses different techniques to organize their digital workspace. Automatically organize and customize the workspace to what works best for you with Chiron’s activity grouping suggestions.
Keep your contextMental contexts are hard to track and replicate. With Chiron you can create time-stamped memos, save versions of your workspace, and view last opened applications to keep the context.
Switch between activitiesIt’s easy to be distracted during transitions. Chiron uses activity containers and the timeline to keep activities and versions organized, so you can quickly switch between activities or view previous changes.
Design brief from Intel
Create a personal productivity assistant for Windows 10 users.
Design ProcessWe set out to understand the problem workers face with multitasking by consulted 16 participants in total including 4 workplace productivity experts, Ricard Hidalgo, Kate Thompson, Mary Czerwinski, and Shamsi Iqbal.
Researching the ProblemThe modern workforce is shifting towards more people choosing full time self employment. There will be 42 million self-employed workers in America alone by 2020. Multitasking is an essential part of modern work life, and especially for self-employed individuals. However, multitasking is unavoidable and costly for productivity.
Average time spent on resuming tasks after derailing.
more likely for errors to occur when people multitask.
overall decrease in productivity during multitasking.
What we learned
- The opportunity cost of blocking distractions is high
- High degree of multitasking and context switching
- Productivity is highly personal
- Existing tools are not tailored for multitasking
Competitive analysisWe looked at existing productivity and context management softwares to analysize existing solutions that tries to address this problem. The list includes Microsoft Focus Assist, Cold Turkey, FocusMe, Hocus Focus, Mindful Browsing, OmniFocus, and others. What we learned is that most of these products tries to address productivity and multitasking by blocking out distractions or preventing users from context switching.
One standout was the Virtual Desktop functionality on Windows 10. But what we realized was that Virtual Desktop is not often used by users because it is very time consuming to create and sort applications into the different desktops. We saw an opportunity to introduce AI as a way of automating this process. Specifically Virtual Desktop does context switching very well, but context building is time consuming, and they don't tackle context keeping at all.
Defining the strategyAt this point we needed to generate ideas that fulfills the following roles — they need to address the problem of multitasking for our target audience of self-employed individuals. The product needs to be distinct from similar competitors. The design needs to be aligned with the use case of our user persona Erin. Based on the competitive analysis, we determined that the product needs to be able to build context quickly, keep the context, and also switch between these user-built contexts.
Automatically build the work environment and allow for customization.
Keep the context to retain the maximum amount of information during detachment.
Speed up the transition and reattachment process to minimize distractions.
Most of the existing tools try to address this at a tactical level, such as Calendar for managing your schedule, and Trello and Asana for tracking and managing tasks. So what we decided was to focus on the strategy level. We want to create a strategic platform for people to apply their personal task management tactics.
Information architectureBefore we started building out the prototypes we first had to define the hierarchy of the app.
Low fidelity prototype
What we testedOur objective for this prototype was to validate both the design concept, as well as the core features. So we created a video for participants to validate our design concept. The video follows the day in the life of a typical Chiron user - Ricardo, a freelance architect. I defined the specific story within the prototype, and advocated for the core features. Mengxiao, Sakshat, and I collaborated on the prototype using Figma, and I produced the video using AfterEffects.
What we learnedWe definitely had some issues with the framing and storytelling in the video. The good news is we did receive validation for the overarching concept. However the value of the core features were brought into question.
I like how it only opens what you need. Because normally when you switch between [projects] you can’t really close all windows. It feels a bit like decision paralysis.
Rework "summary"Our participants universally agreed that they would like to see “summary” but no two people externally or internally could agree on what type of information would be useful to be shown. So we reworked summaries to show the most recently opened applications instead.
Discuss collaborationThere was overwhelming support for the implementation of collaboration functionality. However no two participants could agree on what they deemed as the “core feature” of collaboration.
Further personalizationAt the conclusion of the prototyping sessions, we have a running list of 10 smaller feature requests. Participants wanted a way to use their current set of tools within the context of Chiron. So we considered a way to introduce further personalization.
What we didWe made a number of changes to the prototype in this iteration. We included a plugin marketplace to provide further personalization to the platform. We reworked the summary page and changed it to "last opened applications". We also updated the visual design using Microsoft's Fluent design system. Since Chiron is being branded as a Windows feature, it made sense for us to leverage the existing design system of Windows.
We interviewed four participants in total to perform four main tasks. The prototype consisted of a "main application" in which you could view the timeline and project archive, and a "quick view" mode where you could create and switch between different activity containers.
What we learnedWe started them off on the overlay screen and asked them to navigate to the timeline and view a different version of their project. Our participant Whitney literally interacted with everything on the page except “Open Chiron”. And she said,
What is ‘Open Chiron’? I thought I’m already in Chiron?
Our participants really couldn’t agree on whether the timeline should go left to right or right to left. So instead we decided to orient the timeline from top to bottom instead, with top being the most recent.
Why is the timeline going from left to right?
I know what virtual desktop is, but I just don’t use it because it just takes too much time to actually organize the windows.
Final deliverablesIn the final deliverable, we incorporated the learnings from the two previous rounds of testing, and consolidated the features to address the three design objectives of context building, context keeping, and context switching. Since the terminology is repetitive, we renamed them as "environment building", "context keeping", and "activity switching".
We revisited Erin's story, and the final prototype is done from the point of view of Erin, who needs to balance her managerial work with personal obligations. Erin is planning her wedding and honeymoon, in addition to tracking the status of her employees and clients.
UX Flow - Load a save state
UX Flow - Create a new activity
UX Flow - Create a memo
Next stepsThe final deliverables were passed off to Mike Premi from Intel's Artificial Intelligence Innovation Lab for future development. Mary Czerwinsky and Shamsi from Microsoft Research showed interest in the findings we uncovered, and we are in the process of passing off the findings to Microsoft as well.
The following are some highly requested features that we didn't have time to implement into the V1 since they did not directly align with one of our three design pillars of Build, Keep, or Switch.