1. Problem Definition (The Core Challenge)

Xembly aimed to build an AI-driven assistant—Xena—that would attend meetings, take notes, pull out key action items, and automate task management, all while integrating seamlessly with users' calendars and communication tools. The core challenge was to create an intuitive, cohesive design that allowed teams to automate follow-ups, manage tasks, and stay on track with deadlines without overwhelming the user.

Key Challenge

The product needed to address several friction points: a seamless user interface that pulled meaningful action items from meeting transcripts, automatic assignment of tasks and due dates, calendar protection to block time for tasks, and integrating with tools like Slack to streamline scheduling. The goal was to ensure that the AI assistant could handle these tasks efficiently, while still being user-friendly and non-intrusive..

2. User and Business Goals (The "Jobs to Be Done")

Using the Jobs to be Done (JTBD) framework, I identified key tasks that Xembly needed to help users accomplish, aligning them with both user and business objectives:

1. Automate Action Item Management:
   Users needed a way to automatically capture action items during meetings and assign them to the appropriate team members.
   ‍
2. Protect Time for Tasks:
   The AI assistant needed to help users block time in their calendars to complete assigned tasks, ensuring that important work didn’t get lost in the shuffle.
   ‍

1. Seamless Meeting Scheduling:
   Users wanted to schedule follow-up meetings effortlessly, with the AI automatically finding available times for all key attendees.
   ‍
2. Increase Meeting Productivity:
   Xena had to streamline the post-meeting process, eliminating memory gaps by capturing and automating tasks, so teams could focus on what mattered—getting the work done.

For Xembly, the main goals were to boost productivity, reduce time spent managing tasks, and improve collaboration, all while using AI to drive efficiency in everyday workflows.

3. Design and Strategy Approach (How I Solved It)

As the lead designer, I was responsible for designing the entire iteration of the product, from concept to final delivery. Here’s how I approached the project:

• AI-Driven Action Item Management:
  The first challenge was designing a way for Xena to pull actionable items from meeting transcripts without overwhelming the user. I created a user-friendly interface that automatically highlighted action items and assigned them to relevant team members. Each action item was tied to a specific due date, and users could easily track progress or make adjustments.
  ‍
• Calendar Integration & Time Blocking:
  I integrated calendar protection features so that once tasks were assigned, the AI would automatically find open slots and protect time for those tasks. The goal was to ensure that users had time to complete their assigned work, reducing the chance of scheduling conflicts and missed deadlines.
  ‍
• Slack Integration for Seamless Communication:
  The integration with Slack was essential for streamlining communication. Users could chat with Xena to schedule follow-up meetings, and the AI would find available time slots for all attendees, eliminating the usual back-and-forth of finding meeting times. I focused on creating a frictionless chat interface within Slack for users to easily interact with the AI.
  ‍
• Intuitive User Interface:
  I focused on building an intuitive interface that made interacting with the AI simple. Whether accessing meeting notes, managing tasks, or scheduling meetings, users needed an interface that felt natural and didn’t distract from their workflow. I ensured that all actions were clear and easily actionable, with minimal steps required to accomplish tasks.
  ‍
• Prototyping & Iterative Testing:
  I designed wireframes and prototypes that I tested with real users to ensure the AI’s capabilities were easy to understand and interact with. Continuous user feedback was essential, and I iterated on the design based on insights from testing, ensuring the final product was as intuitive as possible.

4. Impact (The Results)

The fully realized Xembly platform, powered by Xena, had a significant impact on both user experience and business outcomes:

• Improved Meeting Productivity:
  Users reported a 25% reduction in time spent managing post-meeting tasks. With action items automatically assigned and due dates set, teams could focus on execution instead of organizing tasks.
  ‍
• Increased Task Completion Rates:
  By automatically protecting calendar time for assigned tasks, Xena helped users stay on track. Teams completed 30% more tasks on time as a result of the AI’s proactive time-blocking.
  ‍
• Enhanced User Engagement:
  Post-launch feedback indicated a 40% increase in user engagement with the platform, particularly with the Slack integration and seamless scheduling. The AI’s ability to streamline meeting workflows made it easier for teams to stay organized and productive.
  ‍
• Business Growth:
  The success of Xembly’s AI assistant helped differentiate the platform in the competitive productivity tools market, driving higher user retention and contributing to increased customer acquisition.

5. Reflection & Learnings (What I Took Away)

This project reinforced the importance of designing AI features that feel like natural extensions of the user’s workflow, rather than separate or intrusive tools. The key takeaway was that AI-driven automation can significantly boost productivity when designed thoughtfully, but it requires a balance between automation and control.

For future projects, I’d focus even more on personalizing the AI’s actions based on user behavior, allowing it to better adapt to individual workstyles. Additionally, integrating more real-time collaboration features could further enhance the platform’s value.

Product Overview:

Xembly is an AI-powered collaboration platform designed to make meetings more productive by automating the management of action items, task assignment, and follow-up meetings. With Xena, its AI assistant, users can easily stay on top of tasks, protect time in their calendars, and collaborate seamlessly across their teams – making every meeting more effective and efficient.