How I Redesigned Flujo’s AI-Powered productivity suite which boosted team efficiency by 1.4x & cut costs by 28%

Context

Flujo is an AI-powered productivity suite that integrates essential workplace tools such as Calendar, Shared Drive, Messenger and many more to streamline workflows. Using NLP and machine learning, it predicts behavior, personalizes interactions, and reduces multitasking. 

I joined as the second design hire right after its MVP launch in September 2019 to enhance the user experience and build AI-driven features—boosting team efficiency by 1.4x and help achieve product-market fit.

My Contribution

End to End UX Research + Product Design

Team

Chief Product Officer, Lead UX Designer(myself), 25+ Engineers

Modalities

Web and Mobile

Vertical

AI-Powered Collaboration & Productivity Software.

Duration

Sept 2019 - Jan 2021

Launch

www.flujo.io

Results

Teams experienced a significant boost in collaboration and workflow speed.   

Fewer app switches, leading to more focused and seamless work.

Increased task completion rates and reduced time spent on repetitive tasks.

Teams cut costs with Flujo’s AI-driven automation replacing multiple workplace tools.

Problem Space

Everyday, teams waste time juggling multiple workplace tools, leading to inefficiencies, miscommunication, and higher costs. Fragmented workflows slow productivity, scattered data delays decisions, and businesses struggle with rising expenses and poor collaboration.

Solution Highlights

Flujo is an AI-powered productivity suite that simplifies workflows by integrating essential tools into a single, intuitive platform. By automating repetitive tasks, AI reduces cognitive load, allowing users to focus on meaningful work. Machine learning personalizes workflows, adapting to individual habits for a seamless experience. This not only boosts productivity but also cuts operational costs by minimizing manual efforts and eliminating inefficiencies—helping teams work smarter, faster, and more efficiently.

User Research Process and Plan

I conducted different methods of research to understand the targeted user group, identify barriers, and define the design direction and feature prioritization.  

18 User Interviews

Talked to 18 professionals to see which workplace tools they rely on, how much time they spend on them, and what frustrates them the most.

Literature Review

Dug into articles and research to uncover common productivity blockers in modern workplaces.

Affinity Mapping

Mapped out key themes from interviews and research using Affinity Mapping, making it clear which issues needed solving.

User Persona

Built user personas to help designers, developers, and marketers stay aligned on real user needs.

Analyzed Notion, Slack, and Microsoft Teams to see how they tackled similar challenges and what could be done better.

User Research Results and insights

The research revealed that traditional workplace tools operate in silos, leading to fragmented workflows, distractions, and inefficient collaboration. Employees waste valuable time switching between multiple platforms, struggling to stay organized and focused.

Cognitive Overload

Constant multitasking makes work less efficient and mentally exhausting.

Frequent interruptions reduce employee performance and focus

Scattered Workflows

Communication Gaps

Competitor Analysis

Workplace Distractions

Essential tasks like messaging, file sharing, and meetings are spread across different platforms, creating friction.

Poor communication leads to misunderstandings and trust issues within teams.

Outdated Communication Methods

Many employees still rely heavily on email, slowing down real-time collaboration.

Disjointed Efforts

Lack of integration between tools results in incomplete tasks and misalignment among team members.

Mapping the Experience

After immersing myself in user research, I mapped out the Information Architecture to outline the product suite’s structure. This helped define key features, show how different pages connect, and ensure a seamless user experience. It also shaped the product’s taxonomy by grouping related content intuitively.

Choosing the success metrics

I mapped goals to measurable signals of success, aligning them with metrics to track progress:

Design & Iterations

First Iteration

In ensuring a solution that caters to the target users' unique challenges, I iterated on different approaches to the user flow. These approaches were put through rigorous testing to gain perspective on usability. Here are two such notable iterations.The initial iteration did not have AI-Powered assistant. The home page was created to show updates regarding each feature. However, there was room for lot of improvement in terms of UX.

Second Iteration

The first iteration included a productivity tips container due to time and resource constraints. While this was a step in the right direction, it didn’t fully address users’ needs for a smarter, more automated workflow.

Third Iteration

This iteration focused on enhancing the visual hierarchy and modernizing the UI for a more polished, intuitive experience.

Mobile Application

In moments when work can’t wait until they reach the desk. Thankfully, we have built an mobile application to connect with their team, review messages and move work forward using Flujo’s Mobile apps.

What I Learned

🔭 Big-Picture Thinking Drives Impact  A holistic approach made me more adaptable, helping me identify broader opportunities rather than isolated UX fixes. This led to higher engagement and a seamless user experience.

📝 Clear Communication is Key  Great UX isn’t just about visuals—intuitive language and accessibility are just as crucial for a smooth experience.

🤝 Embedded Design Enhances Collaboration  Working closely with developers in an agile setup ensured faster iterations, stronger teamwork, and better outcomes.

Areas of Improvement

📈 Scalability from the Start  Designing flexible UI patterns and scalable systems would have helped Flujo evolve more smoothly.

🤖 Making AI More Human  Enhancing context-aware suggestions and natural interactions would improve engagement and user trust.

Future Directions

🔗 Deeper Third-Party Integrations  Seamless syncing with Slack, Google Drive, and Notion to make Flujo the ultimate workspace hub. 

📱 Expanding Multi-Device Access  Introducing voice commands and wearable support for effortless workflow management anywhere.