A system built to reduce to the time and strain on care home managers in sharing and building rotas for their staff, the solution built was focused on both managers and care workers. Aiming to reduce confusion and effort required in building a rota for staff.
At Florence I led the design & research of the Product now known as Florence Rota, the main aim of the project was to improve the expereince care workers and managers went through when interacting with a rota, the small team consisisted of one Product manager, one developer and myself the Lead Product designer on the product, within a short 6 weeks we were able to take Rota from ideation to Launch, that was initially beta tested with known potential clients of the product
Florence Rota, developed in 2020, is the UK’s first rota SaaS software designed entirely for care homes – providing essential support through the Covid crisis and beyond. With 62% of care home managers saying their staff rota takes up the majority of their time per week (due to Covid-related absence, as well as social care’s 122,000-vacancy staffing gap), it’s never been more important for homes to maximise scheduling efficiency and put that time back in to focussing on care. Care managers waste hours per day manually updating rotas in the form of paper calendars or excel sheets, as well as juggling phone calls and Whatsapp group notifications to find available staff. Or, they struggle with dated and confusing software packages that aren’t designed for care teams.Florence Rota removes these problems by helping managers build rotas smoothly, in minutes. Staff are automatically texted daily shift invites, which they accept by tapping a link.
One key aspect of the project was to ensure the users were at the centre of the entire design process. Before commencing with wireframes, understanding of how care home managers currently utilised their systems was essential. Over several weeks care home managers were interviewed, which allowed for some key questions to be answered about how best to layout the rota system and the pain points that would need to be resolved.
- 100% of care home managers struggled with adjusting to last minute changes.
- On average care home managers spent 3+ hours beyond their working hours managing their rota.
- Keeping workers in the know of changes was one of the key pain point of many managers.
Due to needing to configure a simple solution quickly to be tested on the market, we used a series of team meetings and user research results to agree on key flows and visuals for the product. This allowed myself on the design side to quickly understand limitations around designs early.
In order to quickly get feedback on designs and flows created, we often contacted both clients and workers to get their feedback. This allowed me to quickly iterate and get to a positive solution quicker. These session were often carried out via Zoom/Google meet due to Covid restrictions at the time. These usability sessions were vital in managing complicated flows such as how to get managers building rotas quicker. Below is a rough example of some flows created to better understand user suggested changes as well as necessary changes based on developer input.
Alot of the testing done around the product occurred pre launch, several of the users to this new product were being migrated from a previous product, so as well as ensuring the functionality there were used to was present, it was crucial they could identify the new locations of any information they needed as certain hierachies had changed:
- Inviting users for usability testing sessions with prototypes, showing them prototypes of small journeys and breaking them down in small tasks that we could assess while surveying them asking questions about what they were seeing.
- Releasing the web app early to care home managers to allowing them to share regular feedback on their progress over several weeks as we added new featuresBased on the feedback designs were regularly updated and adjusted to ensure the process was lean through out.
Based on a key pain point discovered, as part of the MVP, the product allowed care home mangers to easily create various types of shifts for workers from a normal shift to training shifts.On platforms studied such sections weren't as visible.
Rather than reshaping a very standard list back to care home managers of their staff, decided to utilise the additional information we could share. Meaning they would get additional value such as knowing the last time a worker was active, wether they were active or what different locations they worked at.
Once a shift is created managers have the ability to easily adjust any necessary details to the shift such as including notes, see whos viewed the shift, assignee and times, giving them the flexibility they require. Once republished all changes are made available to staff.
For the workers who would be using the platform to check their rotas and manage bookings, created a minimal interface that allowed them to visually get to the point for their needs as well as be able to land on the product and require no onboarding in order to understand things.