Project Timeline
~6 months (not to scale)
Prologue
Some context about the project
Walk into any well-run retail store, and everything feels seamless. Shelves are stocked, floors are spotless, and every product is exactly where it should be.
But behind this effortless experience lies an intricate system of Standard Operating Procedures (SOPs)—the hidden engine that keeps retail running.
SOPs cover everything from daily cleaning and stock checks to safety protocols and compliance audits. They ensure consistency, efficiency, and smooth operations. But managing them? That’s where the chaos begins.
The Problem
A retail headache that no one talked about
Every day, retail store employees follow a list of Standard Operating Procedures (SOPs). From stock checks to store cleaning, security protocols to inventory audits, these tasks ensure smooth operations. But behind the scenes, SOP management was a mess.
For years, managers relied on emails, phone calls, and even physical checklists to assign daily tasks. Tracking responses meant sifting through hundreds of handwritten notes or chasing employees for updates. The bigger the business, the worse it got.
"Why wasn’t there a faster, smarter way to assign, track, and complete SOPs?"
The Vision
Automate, Simplify, Scale
We asked ourselves—what if assigning and tracking SOPs was as easy as sending a WhatsApp message?
Make checklist creation effortless for managers.
Give store employees an intuitive mobile app for task completion.
Provide real-time tracking & insights, replacing endless paperwork.
User validation
Listening Before Building.
I along with the Product manager, talked to 20/25 retail store team members—both store managers and employees—to understand their frustrations.
Manager
Keeps operations on track by monitoring checklist completion, reviewing task progress, and ensuring compliance without constant follow-ups.
Administrator
Responsible for creating and assigning checklists across stores, ensuring the right tasks reach the right people.
Store Employee
The one on the ground, filling out checklists in real-time, completing assigned tasks, and providing updates through the mobile app.
Interesting insights
We kicked off the process with a comprehensive review of the current experience.
Manager
Store Employee
Design goals
The experience review also helped us define our focus areas for the redesign.
Flexible
Should effortlessly adjust to different levels of information density across the platform.
Simple
Cut the clutter and make it easy for users to complete their tasks.
Coherent
Focusing on user tasks and workflows rather than silos of information.
Defining the user flows
Checklist Creation
Checklist Filling
Refined the flow through multiple iterations of wireframes and feedback to aid the final design.
Experimentation
Figuring out and Fixing what didn’t work
The Solution
Highlights of the final outcome
Each highlight breaks down a key part of the experience—what design goal it meets, the user problem it tackles, and how the solution fits in.
The Manage Checklist page
Design Goal: COHERENT
A clear manage section to create and manage your checklists.
User Scenario
Solution
The Checklist Creation
Design Goal: SIMPLE
A form-builder style UI for creating checklists.
User Scenario
An admin needs to create a structured SOP checklist without overwhelming complexity.
Solution
The form-builder UI keeps the experience intuitive and organized, allowing admins to add questions, set conditions, and customize responses without extra steps.
Scheduling and Assigning the checklist
Design Goal: FLEXIBLE
A custom scheduling modal that allows users to set recurring tasks based on days, weeks, or months.
User Scenario
A user needs to automate a repeating task but with different recurrence patterns (e.g., every 6 months, every 3 weeks on specific days, or every 9 days).
Solution
The design provides clear, structured input fields for recurrence frequency, specific days, and end conditions. This ensures users can precisely configure schedules without confusion while keeping the UI intuitive.
Checklist Dashboard
Gallery to view the responses
The Store Employee App where tasks are assigned, completed, and submitted.
The Impact
Tangible Results, Real Change
Task completion rates increased by 45%, reducing missed tasks.
Time spent on manual follow-ups dropped by 30%, freeing up manager's schedule.
92% of checklists were submitted on time, improving overall compliance.
What once required constant coordination and manual effort is now streamlined into a simpler, more reliable process.
What’s Next?
Tangible Results, Real Change
I'm a firm believer in system-level thinking, and this project was built with a modular, plug-and-play approach to adapt seamlessly to different use cases.. We’re continuing to refine TangoTrax to make SOP management even more seamless.
