Streamlining Project Management with My Project Inbox
My Project Inbox is a next-generation project coordination platform that transforms how engineering and networking teams manage tasks. It provides real-time project tracking, seamless task delegation, and structured progress monitoring, ensuring efficient collaboration and accountability.
Holistic Project Oversight: Offers a dashboard-centric approach to managing active, scheduled, and completed projects.
Smart Task Delegation: Enables managers to assign, update, or reassign team members efficiently.
Adaptive Progress Insights: Displays status updates, workload distribution, and blockers for proactive decision-making.
Our Primary Role
As part of the My Project Inbox design team, we worked across multiple disciplines to ensure a user-friendly, intuitive, and high-performance platform for project management and team collaboration.
User Experience Strategy
Focused on designing intuitive workflows that reduce complexity in project delegation and tracking.
Operational Optimization
Identified and streamlined workflow bottlenecks, ensuring a more efficient project lifecycle.
Cross-Team Engagement
Facilitated alignment between design, engineering, and leadership teams to enhance usability and scalability.
Project Impact
35%
Reduction in Task Assignment Time
50%
Improvement in Progress Visibility
60%
Faster Reassignment Workflows
75%
Increase in Project Completion Efficiency
85%
Reduction in Documentation Gaps
The Problem
Management & Communication Gaps
Engineering and networking teams faced challenges with disjointed project tracking due to scattered information across multiple platforms, leading to increased coordination time, delays, duplicated efforts, and inconsistent role assignments that hindered effective workload optimization.
The Proposed Solution
A Smarter and More Collaborative System
My Project Inbox was designed to eliminate inefficiencies by offering a structured dashboard for managing all project phases, enabling real-time updates to keep teams informed on progress and blockers, and allowing flexible project reassignment to dynamically balance workloads.
Design Process
User Research
Workflow Breakdowns, Ownership Confusion, and Visibility Gaps
To deeply understand the project coordination challenges faced by engineering and networking teams, we conducted a multi-method research initiative combining qualitative discovery with quantitative validation. Our approach blended field observation, stakeholder interviews, surveys, and usability testing to ensure insights were holistic, inclusive, and actionable.
Primary User Needs
An intuitive platform that enables quick decision making and timely project adjustments.
Simplified, centralized communication channels to facilitate better collaboration, reducing the risk of miscommunication or lost information.
The ability to automate repetitive administrative tasks to increase productivity and allow team members to focus more on critical project activities.
"I constantly find myself chasing updates through emails and Slack, which fragments information and delays our response time."
Jessica Martinez Network Operations Manager
"There’s no clear visibility into the project timeline or who’s accountable for each task, causing frequent confusion among team members."
Rahul Patel Senior Network Engineer
"Manual input of repetitive project data into multiple platforms significantly reduces my efficiency and often results in human errors."
Emily Chen Project Coordinator
"It’s challenging to assess overall project health quickly due to scattered documentation and inconsistent project tracking methods across teams."
Aaron Thompson Lead Systems Analyst
Prototypes
Real-Time Project Insights and Filtering
Easily browse and filter large project volumes by status, category, assignee, and more. My Project Inbox gives users instant visibility into what matters, reducing noise and surfacing action items.
Fast and Structured Project Creation
Kick off new projects quickly with guided entry for key details and smart team suggestions. My Project Inbox minimizes setup time while ensuring consistency across projects.
Smooth Team Transitions
Transfer project ownership between teams while retaining full context. My Project Inbox supports organizational agility by allowing projects to move across departments with minimal disruption.
Rapid Project Duplication with Context
Clone project details and assign new owners without starting from scratch. My Project Inbox accelerates task replication while preserving important structure and configuration.
Bulk Reassignment Made Simple
Easily reassign multiple projects to new team members in just a few clicks. My Project Inbox reduces the overhead of handoffs and helps managers quickly adapt to staffing or priority changes.
Efficient Project Updates at Scale
Make quick adjustments to project metadata like category, network, and assignees. My Project Inbox ensures updates are fast, traceable, and always within context—no need to leave the current workflow.
Centralized Project Notes for Better Visibility
My Project Inbox consolidates comments and updates in a single view, giving teams instant access to project history and decisions. This reduces back-and-forth and keeps everyone aligned on key developments.
Conclusion
Empowering Humans to
Enabling Clarity and Control in Project Management
Designing My Project Inbox was an exercise in surfacing structure from scattered information. In complex organizational environments—where multiple team members juggle priorities across departments—the system was built to bring coherence, not chaos. It wasn’t just about managing tasks; it was about empowering people to move projects forward with confidence.
By designing a solution that makes projects easy to create, update, assign, and track, we gave users a central place to focus, act, and collaborate. This project reinforced the belief that great enterprise tools don’t just organize information—they reduce decision fatigue, eliminate ambiguity, and create momentum.
Learning Outcomes
- Streamlined project handoff between departments, reducing delays and miscommunication.
- Improved visibility into project status and ownership for all stakeholders
- Empowered teams to take immediate action with quick access to contextual information
- Reduced friction in updating and reassigning projects, encouraging continuous progress
- Supported accountability with clearly defined project workflows and responsibilities