Quick Teams
A SaaS-based resource management software for IT service companies operating on a retainer model.
Objective
To create a SaaS-based resource management software for IT service-based companies that operate predominantly on a retainer model of service.
My Role
Wireframing
Prototyping
User Research
Visual Design
Tools
Figma
Team
Duration
Oct 2023 - Present
Quicklabs.in
The Challenge
This challenge emerged from the absence of resource management software specifically designed for service-based companies operating on a retainer model. Existing solutions cater primarily to fixed-scope, milestone-driven projects, leaving retainer-based teams struggling with inefficiencies and workarounds.
While existing team and project management software can offer some benefits for companies working on retainer projects, they often fall short in addressing the unique needs of retainer-based companies-
What features should a SaaS-based resource management tool have for IT service companies on a retainer model?
The Solution
Quick Teams is a SaaS-based resource management software specifically designed for IT service-based companies that operate on a retainer model.
As a part of the QuickLabs suite, Quick Teams allows companies to efficiently track projects, manage team schedules, view project timelines, monitor KPIs, and evaluate team performance, enhancing overall productivity and collaboration.
Key Screens
SCREEN 1 OF 3
Project Overview Screen
This screen offers a clear view of ongoing projects, displaying key details like name, tags, billing hours, employees, leads, dates, and status. Users can filter, sort, search, and add projects for efficient resource management.
SCREEN 2 OF 3
Project Schedule Screen
This screen logs key updates like schedule changes, occupancy adjustments, and surveys, ensuring transparency and easy project tracking.
SCREEN 3 OF 3
Project Timeline Screen
This screen provides an overview of team members, showing names, roles, status (internal/third-party), occupancy, timelines, and billing. It helps managers track resource allocation and billing for retainer-based projects efficiently.
Research
Qualitative Interviews
We interviewed people of age groups between 34 -45 years, from IT service-based companies, all with moderate to extensive experience using similar software. The interview focused on experiences with similar platforms.
“We need a platform that ensures efficiency in ongoing projects, optimizes resource utilization, and provides clear insights into long-term performance and value delivery.”
- Aashish Dhawan, CTO
“For retainer projects, we need a system that ensures smooth resource allocation, tracks long-term progress, and adapts to changing client needs without disrupting workflows.”
- Deepika Gupta, Delivery Head
“I need a tool that simplifies managing ongoing work, automates recurring tasks, and gives me a clear view of my team’s workload to keep everything running smoothly.”
- Varun Kumar, Project Manager
Insights
Persona Development
I designed a persona as a comprehensive representation of common user needs, goals, thoughts, emotions, pain points, and behaviors, based on insights gathered from our interviews.
Current Market Analysis
I analyzed popular project management platforms to identify industry standards, best practices, and gaps in retainer project management.
While these platforms serve as valuable references, offering insights into best practices for designing an intuitive and efficient SaaS-based software experience, none are purpose-built for the retainer project model.
Opportunity Areas
Optimize team assignments by providing real-time insights into workloads and availability.
Streamline repetitive tasks with automated scheduling, notifications, and approvals.
Enable seamless communication between teams with integrated messaging and project discussions.
Track individual and team performance using KPIs and data-driven analytics.
Ensure easy integration with existing tools and provide multi-platform access for better usability.
Allow companies to tailor workflows, reports, and dashboards to fit their unique needs.
Prototyping
Paper Wireframes
My team and I drew some early sketches of the screens based on our user research and market analysis. The goal was to create a simple, user-friendly interface that incorporates the essential features.
Low Fidelity Mockups
I created low-fidelity mockups to establish the foundational structure of the screens, prioritizing usability and intuitive navigation. These prototypes allowed me to visualize user interactions and refine the system’s workflow early in the design process.
Project names
Member names
Adding a new member
New member added
All members selected
All records deleted
Delete option
Project timeline
High Fidelity Mockups
Building on the low-fidelity mockups, I designed high-fidelity screens with a clear and intuitive UI. I focused on usability, visual consistency, and seamless workflows to enhance the user experience. A design system ensured uniformity across all elements, making it easy for IT service-based companies to manage retainer projects efficiently.”
Reflection
Built for Retainer-Based Teams
Most project management tools are designed for one-time projects, making them a poor fit for retainer-based teams. QuickTeams fills this gap by offering a flexible, easy-to-use solution that keeps ongoing projects organized, resources well-managed, and billing transparent.
A Smarter Alternative to Costly Tools
Why struggle with expensive, one-size-fits-all software? QuickTeams is a smarter, more affordable solution built specifically for IT service companies handling retainer projects—keeping things efficient, simple, and cost-effective.
Clarity and Control for IT Teams
Managing multiple retainer projects doesn’t have to be overwhelming. QuickTeams gives IT teams a clear view of their projects, people, and resources—helping them make better decisions, stay on track, and work more smoothly.
Next Steps
Gather User Feedback
To ensure QuickTeams meets the needs of IT service companies managing retainer projects, conducting usability testing is essential. Gathering direct feedback from users will help identify pain points and areas for improvement, allowing for a more refined and user-friendly experience.
Plan for Scalability
As QuickTeams grows, ensuring the platform can handle larger teams and expanding retainer contracts is crucial. Exploring AI-driven insights for predictive resource planning will further enhance efficiency, making the software a long-term solution for IT service companies.
Develop a Marketing and Outreach Strategy
To expand QuickTeams’ reach, case studies highlighting successful use cases should be developed. Engaging with IT service firms through demos and targeted outreach will help showcase the platform’s value and attract potential customers.