FlowSpace

01 / Context

The problem

Finding a room takes more than checking whether it’s free. Employees also need to know where it is, whether it has the right equipment, and what to do if their first choice is unavailable. I drew on my experience with workplace collaboration technology to design an independent concept using fictional rooms.

02 / Process

Design decisions

1. Make it easy to report a problem and find another room

   When a room isn’t working, employees need a quick way to report the issue and a backup plan for their meeting. I designed a support flow that lets them submit a ticket for the room and a room finder that suggests similar available spaces when their first choice is unavailable or out of service.

2. Give engineers one place to manage room issues

   I designed an admin view where engineers can see how many tickets are active, track their status, and spot urgent issues. They can also mark a room out of service when it needs attention, so employees can see its status before choosing it.

3. Make the right room easy to find

   I wanted the interface to feel clean and visually inviting, with room cards that are quick to scan. Filters help employees narrow down their options, and the room details bring together the floor, room number, seating capacity, and technology. I kept availability and operational status distinct so someone can tell whether a room is free and whether it’s working.

03 / Iteration

How the design evolved

04 / Reflection

What I’d build and test next

1. Pilot FlowSpace in a real workplace

   I’d run a small pilot with employees who regularly use conference rooms and the engineers who support those spaces. I’d start with a limited set of rooms so both groups could try FlowSpace during their normal workday.

2. Connect workplace sign-in, Outlook, and ServiceNow

   I’d add workplace single sign-on (SSO) so employees could use their work credentials, then connect their Outlook calendars so they could check room availability and book from FlowSpace. I’d also route room issues submitted in FlowSpace to ServiceNow so engineers can also track them in their existing ticket queue.

3. See whether one hub makes the work easier

   I’d watch employees find and book a room, choose an alternative when their first pick falls through, and report a room issue. I’d ask where they hesitated and whether they still had to switch tools to finish. That feedback would tell me whether FlowSpace works as one place to handle the everyday steps of finding, booking, and getting support for a room.

4. Test how employees get to FlowSpace

   I’d compare an in-room QR code that opens that room’s page with a shortcut in the company portal. I’d ask employees to try both and see which is easier to find and use, especially when they walk into a room, notice something isn’t working, and need to report it quickly.