Meetie
Turning complex scheduling into effortless coordination
Enhancing the experience of scheduling meetings for participants located in different time zones
View Prototype
Project Type
Collaboration Tool
UX Design
Website Design
Timeline
Jul. 2024-Oct. 2024
(3 months)
Team Project
1 UX Researcher
1 UX Researcher/Designer (Me)
1 Engineer
My Role
Prototyping
Design System
Usability Testing
In Meetie project, our team explores the possibility of improving the experiences of scheduling meetings across different time zones. I led the research and design process, conducting user interviews and surveys, synthesizing findings into key pain points, and exploring opportunities through affinity mapping, personas, and journey mapping. From there, I designed the design system and prototyped core features.
Challenge
We are three students based in Taiwan, Seattle, and New York. Through our own experience, we found that coordinating meetings across regions is often confusing, time-consuming, and difficult to manage.
⚡️ How might we make scheduling across time zones simpler while creating online meetings that feel more flexible and human?
🌍 Time Zone Challenges
Coordinating meetings across time zones is time-consuming and difficult to manage.
🕐 Scheduling Limitations
Meeting scheduling is often host-driven, giving participants limited flexibility.
👩🏼💻 Lack of Human Connection
Online meetings frequently feel impersonal and lack genuine connection.
Final Design
Meetie makes cross-time-zone scheduling more flexible and human by combining clear availability visualization with participant-driven input. These features simplify coordination and foster stronger connections.
Allows participants to easily view and compare meeting times across different time zones during scheduling.
01 Time Conversion
Enhances human connection by showing participant presence, helping meetings feel more personal.
02 Visualizing Avatars
Research & Insights
Most tools either focus on ease of scheduling or integration with existing systems—few prioritize making scheduling across time zones flexible, balanced, and human-centered
Team Collaboration
Shift Scheduling
General Business Use
I compared 7 popular scheduling tools to evaluate how they support team collaboration and time-zone coordination
What are the most challenging aspects of scheduling meetings with participants in different time zones?
0
25%
50%
75%
100%
95.5%
Finding a suitable meeting time for all participants
54.5%
Managing scheduling conflicts
36.4%
Ensuring clarity and accuracy in communication
Research & Insights
The biggest need is for a tool that makes it easier to identify shared availability while reducing conflicts and communication breakdowns
6 User Interviews
30+ Survey Respones
Together, these insights revealed a gap for a tool that visualizes shared availability across time zones and balances control between hosts and participants.
Personas & User Journey
Scheduling journeys revealed a need for a more transparent and collaborative system that helps users align availability and minimize friction during coordination.
Personas represent professionals and students who frequently coordinate meetings across time zones
User journey for ideal scheduling meeting process
Ideation & Design
Early sketches and low-fi prototypes focused on simplifying the meeting flow—scheduling preparation, time conversion, and participant confirmation.
Participants choose time
Check time in other time zones
Design System
We used gradient colors to represent the transition between day and night, enhancing the user’s sense of time passing.
Iterations after Testing
Through multiple testing sessions, we simplified the interface by removing unnecessary sections, improving time-zone visibility, and streamlining the selection process.
Usability Testing
Final Design
Key features include:
Time Conversion Visibility: Enables users to convert time through the world clock and view each participant’s local time when hovering.
Avatar Visualization: Displays participant avatars during scheduling to humanize interactions and make meetings feel more personal
✨ Enhancing clarity, coordination, and human connection—helping users easily schedule, confirm, and engage in meetings across time zones.
High-Fidelity Prototype
Reflection
🙇♀️ What I Learned
This project showed me how thoughtful design can bridge both logistical and emotional gaps in virtual meetings. I learned to balance usability with empathy—simplifying scheduling while fostering a sense of human connection across time zones.
🙋♀️ What I Would do Different
I would run more user tests with globally distributed teams to validate how Meetie supports real collaboration. I’d also explore features that strengthen connection beyond scheduling, such as subtle emotional cues or shared presence moments.
Next Project
