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UX Design

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Motion Design

Home

UX Design

Branding

Motion Design

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UX Design

Branding

Motion Design

Strategic Portfolio Management Tool

Timeline

8 weeks

Platform

Internal enterprise tool

A centralized portfolio management tool designed to bring clarity, confidence, and consistency to project tracking. Built for leadership and project managers operating in complex environments.

This project focused on designing an internal Portfolio Management Tool used by teams responsible for planning, tracking, and evaluating multiple initiatives at once.

The existing workflows relied on a mix of spreadsheets, static dashboards, and manual reporting. While data was available, it was scattered across tools, making it difficult to maintain a shared understanding of portfolio health and priorities.

The goal was to bring clarity, structure, and confidence into how teams viewed and managed their portfolios.

Users

Decision-makers / Leaders

Project & Portfolio Managers

Cross-functional Stakeholders

Every user group had unique requirements, yet they all shared a fundamental question: “How can I bring this together?”

Why This Mattered

Managing multiple initiatives isn’t just about tracking numbers—it’s about making the right decisions at the right time.

Without a clear, unified view:

• Prioritization discussions became subjective

• Important signals were buried in data

• Decision-making slowed due to lack of shared context

By designing a tool that surfaced what mattered most, preserved context, and supported comparison, the experience helped teams move from reactive reporting to confident decision-making.

In a high-stakes environment, clarity isn’t a nice-to-have—it’s essential.

Research & Key Insights

During stakeholder discussions, I observed challenges in gathering team updates and accessing quick, high-level insights. This led to proposing a centralized portfolio-level platform to project managers, which was approved by leadership. The following insights emerged from subsequent research.

Key Insights

01

Progress updates lived across spreadsheets, dashboards, slide decks, and meetings, forcing users to mentally stitch information together.

02

Users hesitated to act on insights because actual results were difficult to validate against targets due to disconnected systems and delayed updates.

03

Cost savings, time savings, and project impact existed but were buried across systems, making it hard to communicate value.

04

Without automation or notifications, users relied on frequent manual checks to stay updated.

My Role

Project Lead & UX Designer

8 Weeks

Internal enterprise tool

Framing the problem with stakeholders

Identifying user pain points across the workflow

Defining clearer user flows

Designing wireframes and interaction patterns

Iterating based on feedback and usability insights

The Problem

Teams managing multiple initiatives struggled to maintain visibility, prioritization, and confidence across portfolios. Information was fragmented across tools, making it difficult to assess performance, compare initiatives, and make timely decisions.

Key Pain Points:

1

Teams juggle multiple tools to track progress, making insights harder to access.

1

Teams juggle multiple tools to track progress, making insights harder to access.

2

Disconnected systems make it hard to track and trust actual vs target performance

2

Disconnected systems make it hard to track and trust actual vs target performance

3

Users can’t clearly see how much value or impact projects actually create.

3

Users can’t clearly see how much value or impact projects actually create.

4

Lack of automation forces users to rely on manual updates and frequent checks.

4

Lack of automation forces users to rely on manual updates and frequent checks.

Solution Strategy

I focused on designing a product that not only supports leadership team but also project managers and stakeholders

Design Principles

Standardize and Clarify KPI Definitions

Design a shared KPI framework with clear consistent structure across portfolios.

Standardize and Clarify KPI Definitions

Design a shared KPI framework with clear consistent structure across portfolios.

Standardize and Clarify KPI Definitions

Design a shared KPI framework with clear consistent structure across portfolios.

Centralize Progress Tracking

Bring portfolio data, KPI tracking, and progress updates into a single, unified workspace.

Centralize Progress Tracking

Bring portfolio data, KPI tracking, and progress updates into a single, unified workspace.

Centralize Progress Tracking

Bring portfolio data, KPI tracking, and progress updates into a single, unified workspace.

Make Actual vs Target Performance Transparent

Surface real-time comparisons with clear visual hierarchy and supporting context.

Make Actual vs Target Performance Transparent

Surface real-time comparisons with clear visual hierarchy and supporting context.

Make Actual vs Target Performance Transparent

Surface real-time comparisons with clear visual hierarchy and supporting context.

Introduce Automation and Alerts

Enable automated data updates and notifications for key changes or risks.

Introduce Automation and Alerts

Enable automated data updates and notifications for key changes or risks.

Introduce Automation and Alerts

Enable automated data updates and notifications for key changes or risks.

User Flow

Key Screens

A thoughtfully paced onboarding flow, starting with a clear loading and sign-up experience, followed by high-level KPIs that reduce overwhelm and support strategic insight.

This section provides visibility into project status across functions and focus areas, combining fixed KPIs for leadership teams

Selecting a project reveals target versus actual performance across the KPIs defined during project setup, enabling focused tracking for project managers

This video demonstrates how users interact with the tool while entering and managing project details.

Users previously entered units manually, leading to inconsistent data formatting. I introduced automatic unit assignment standardized inputs, reduced errors, and was well received by users.

his section presents high-level project information through concise tiles, alongside contextual notifications that prompt users to complete newly added projects and address pending updates.

This video shows how project managers update and save actuals, enabling leadership to view real-time insights on the home dashboard

Key Screens

For the best viewing experience, please view this case study on desktop.

A thoughtfully paced onboarding flow, starting with a clear loading and sign-up experience, followed by high-level KPIs that reduce overwhelm and support strategic insight.

This section provides visibility into project status across functions and focus areas, combining fixed KPIs for leadership teams

Selecting a project reveals target versus actual performance across the KPIs defined during project setup, enabling focused tracking for project managers

This video demonstrates how users interact with the tool while entering and managing project details.

Users previously entered units manually, leading to inconsistent data formatting. I introduced automatic unit assignment standardized inputs, reduced errors, and was well received by users.

his section presents high-level project information through concise tiles, alongside contextual notifications that prompt users to complete newly added projects and address pending updates.

This video shows how project managers update and save actuals, enabling leadership to view real-time insights on the home dashboard

The UX “Aha” Moment

The key “aha” moment came when users saw portfolio-level insights consolidated into a single, reliable view—eliminating tool-hopping and enabling confident decision-making

Impact & Outcome

Due to confidentiality, impact was measured qualitatively and through feedback—but the improvements were clear.

Observed Outcomes

Leadership gained quick, high-level visibility across projects, enabling confident presentations without additional preparation

Project managers could easily track planned versus actual performance across projects in a single tool.

Automation and notifications enabled timely updates, reducing the need for manual follow-ups from leadership

By becoming a centralized workspace, the tool significantly increased adoption and reduced task effort

The solution transformed a fragmented, time-consuming workflow into a centralized, trusted system—improving adoption, reducing manual effort, and enabling confident, timely decision-making across teams.

Reflection & Learnings

What this project reinforced for me

Reduced effort increased adoption, proving usability drives sustained engagement.

Clear, high-level summaries enabled faster understanding and confident leadership decisions.

Automation shifted users from reactive follow-ups to proactive, timely updates.

Consistent KPI structures built trust and reduced ambiguity in decision-making.

BREAK

Centralization reduced context switching, improving clarity, confidence, and overall task efficiency.

Reduced effort increased adoption, proving usability drives sustained engagement.

Clear, high-level summaries enabled faster understanding and confident leadership decisions.

Automation shifted users from reactive follow-ups to proactive, timely updates.

Consistent KPI structures built trust and reduced ambiguity in decision-making.

BREAK

Centralization reduced context switching, improving clarity, confidence, and overall task efficiency.

This project strengthened my approach to designing enterprise experiences that prioritize clarity, trust, and decision-making over surface-level complexity.

Confidentiality Note

This case study is a reimagined version of real-world work. All names, visuals, and data have been anonymised to respect confidentiality.