Objectives & Goals
Centralized Management
Integrate all hospital operations assets, maintenance, inspections, and workforce—into a single unified platform.
Process Automation
Reduce manual effort by automating task assignments, maintenance scheduling, and approval workflows.
User-Friendly Experience
Ensure an intuitive interface that caters to all hospital staff, from technicians and supervisors to facility managers.
Real-Time Insights
Provide live data on equipment status, maintenance progress, and resource usage to support quick and informed decision-making.
User Research
A 3-day workshop was conducted with hospital administrators, facility managers, maintenance staff, and technical officers to understand their day-to-day challenges and operational needs. The research focused on:
Understanding the hospital’s facility management structure and hierarchy.
Identifying roles and responsibilities of teams across departments such as biomedical, electrical, and housekeeping.
Observing daily maintenance, inspection, and asset management workflows.
Learning how performance and task completion are currently tracked and measured.
Qualitative Interviews
User research played a key role in understanding the hospital’s complex workflows and the daily coordination among multiple user types. Through in-depth interviews, insights were gathered from facility managers, technicians, and administrative staff to uncover pain points and identify opportunities for improvement with the CAFM system.
"We manage hundreds of maintenance requests through phone calls and paper logs. Tracking progress or verifying completion is almost impossible without a digital system."
Facility Manager
"Different departments work in isolation. I often don’t know if another team has already fixed the issue or scheduled it, which leads to repeated efforts."
Biomedical Engineer
"I receive multiple repair calls daily and try to note them down, but there’s no easy way to prioritize or update status once work is done."
Maintenance Technician
"During inspections, we manually fill checklists and send them via email. It takes hours to compile everything into one report."
Inspection Officer
"We need a system that reminds us about preventive maintenance before breakdowns happen. Reactive work wastes both time and money."
Operations Head
Insights
After conducting multiple user interviews, on-site observations, and analyzing the collected data, the insights were categorized into three key themes
Lack of Unified Visibility
Each department manages data separately, leading to poor coordination and delayed decision-making. Users need one centralized platform to view and manage all facility operations.
Inefficient Workflows and Manual Processes
Maintenance and inspection tasks rely heavily on manual tracking and communication, resulting in slow response times and errors. Automation and digital task management are essential.
Need for Real-Time Monitoring and Accountability
Hospital teams require live updates on equipment status, task progress, and issue resolution to ensure transparency and accountability across departments.
Design System
Conceptualization
I began by developing the information architecture and low-fidelity wireframes for key hospital management workflows such as maintenance scheduling, inspection tracking, and task assignment. After aligning the concepts with facility managers, technical leads, and hospital administrators, we conducted usability testing sessions using low-fidelity prototypes. Once the design proved effective and user-friendly, we moved forward with creating high-fidelity digital screens for implementation.
