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My Learning

PROJECT TYPE
Product Alignment Workshop
ROLE
Lead Designer

Our team ran a four-day intensive workshop to reimagine a critical recruiter–admin workflow—from requisition creation to offer drafting. By aligning engineering, research, and product early, we uncovered key gaps and designed an AI-guided experience that streamlines decision-making. I led the design direction and delivered a polished prototype that secured C-suite buy-in and set the vision for the product’s next evolution.

It all began with a frustration.

Recruiters and hiring managers were navigating a fragmented and inefficient workflow across dashboards and multiple forms. Key steps required manual effort, context switching, and duplicate data entry—slowing hiring velocity and creating frustration for both parties. The product needed a cohesive, guided experience that reduced friction, surfaced the right information at the right moment, and supported smarter, faster hiring decisions.

What we're after

  • Modernize the admin experience with an overview of their day-to-day tasks

  • Reduce manual steps and repetitive tasks through automation and AI guidance

  • Improve visibility into candidate quality, requisition status, and next steps

  • Deliver an experience vision that could guide future roadmap decisions

  • Equip leadership with a tangible prototype to accelerate prioritization

Constraints &
Considerations

A 4-day workshop timeline required rapid alignment and accelerated design. Engineering informed us that we were working with existing legacy systems that constrained technical feasibility. That meant designs needed to leverage existing components yet point toward a more modern, future-facing UI.​

At the end of the week, I needed a high-fidelity prototype to present to C-suite.

The Process

Discovery

We began by mapping the true end-to-end workflow with hiring managers, recruiters, engineering, product, and research. Through guided conversations and client feedback, we captured core frustrations including unclear next steps, repetitive tasks, and slow sourcing processes.

Concept Exploration

In structured ideation sessions, we explored opportunities around automation, smarter recommendations, and compressing steps in the requisition and sourcing flow. Engineering stayed embedded to validate feasibility in real time.

Iteration & Validation

Early wireframes and low-fidelity flows were reviewed with internal researchers and PMs. Key insights from these tests shaped the future-state experience, including moments where AI could surface qualified candidates sooner and reduce manual review.

Vision Prototyping

I designed a polished, end-to-end prototype illustrating a streamlined, AI-guided hiring experience—from dashboard to offer. Using our design system as the foundation, I produced future-facing visual explorations to inspire cross-functional teams and create alignment around a shared north-star design.

We delivered a cohesive, guided workflow that clarifies each step for hiring managers and recruiters and surfaces highly qualified candidates earlier.

By using AI to recommend actions, flag top matches, and predict offer readiness we were able to reduce context switching and repetitive data entry.​
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The final prototype became a sharable artifact across teams and leadership that presented a modernized visual direction for us to strive towards.

Impact & Outcomes

The vision prototype helped secure executive alignment and positioned hiring workflow modernization as a strategic initiative, accelerating roadmap prioritization by ~2 quarters.

Leadership Alignment & Investment

Teams across product, engineering, and research aligned around a unified vision for the recruiter–admin experience, reducing ambiguity and accelerating planning.

Clear North-Star Experience

Research and engineering analysis showed the redesigned flow reduces process friction by:

  • 30–40% fewer clicks in the requisition creation flow

  • ~25% reduction in manual data entry

  • Up to 15 minutes saved per requisition for hiring managers

  • 20–30% faster candidate evaluation for recruiters through AI-assisted filtering

Workflow Efficiency Gains

Early internal testing indicated AI-guided recommendations could surface higher quality matches:

  • ~35% increase in “qualified candidate” visibility upfront

  • 50% faster path to identifying top contenders for an offer

Increased Candidate Pipeline Quality

By grounding the future UI in existing system components:

  • Reduced design debt by ~20%

  • Identified 12+ reusable patterns to fold back into the design system

  • Improved cross-team consistency for future feature development

Design System & UI Consistency Improvements

The prototype enabled PM and engineering to break down the future workflow into actionable phases:

  • Identified 3 high-impact releases for the next year

  • Shortened planning time by 30%

  • Provided clarity that reduced cross-team alignment meetings by ~25%

Roadmap Acceleration

Created a cohesive and consistent experience for Windows users

Arno Sosna, General Manager, Veeva CRM Suite

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