equipment management PLATFORM

Transforming Equipment Management

ROLE

UX Designer

PLATFORM

Web

YEAR

2023

Introduction

To goal was to create a digital ecosystem that would seamlessly connect volunteers, technicians, and administrators. The vision was clear: transform a chaotic paper-based process into an intuitive digital experience that would make equipment management as easy as online shopping.

Timeline

From explorations to final designs in 2 weeks while working with multiple projects at the same time

Background

Walking into the Technology Department at BAPS Swaminarayan Akshardham was like stepping into a time capsule. People huddled around paper forms, technicians drowning in manual recordkeeping, and administrators losing track of thousands of dollars worth of equipment. The paper-based system wasn't just outdated—it was actively undermining the department's core mission of supporting its community through technology access.

Beneath the Surface: Uncovering Hidden Friction Points

Our research phase revealed surprising insights about how deeply the manual system affected everyone involved:

Research & Analysis

Conducted stakeholder interviews and analyzed workflows to uncover inefficiencies in the manual system. Discovered that volunteers spent 47% of their time figuring out equipment availability, and technicians lost 3–4 hours daily to paperwork.

Pain Points Identified

Found that 38% of equipment had incomplete maintenance records, leading to operational delays. Identified that $12,000 worth of damage went unreported in the previous year. 89% of volunteers expressed frustration with unclear rental policies, highlighting a need for improved communication.

Human Experience Insights

Beyond inefficiencies, volunteers felt anxious due to unclear processes, and technicians were overwhelmed by manual tracking. Administrators lacked the necessary data to make informed decisions about equipment purchases and maintenance.

Bridging Worlds: From Paper to Pixels

Using the MoSCoW methodology, we prioritized features that addressed the most critical pain points while ensuring a smooth transition from paper to digital:

Digital Ecosystem Components

For Volunteers

One-click equipment booking, Real-time availability tracking, Clear policy documentation, Automated reminder system

For Technicians

Digital check-in/check-out process, Equipment condition documentation, Streamlined damage reporting, Inventory location mapping

For Administrators

Real-time inventory tracking, Maintenance scheduling, Usage analytics dashboard, Automated overdue management

Manage bookings
Manage your bookings easily with built-in booking widget.
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Show the best parts of your locations with style.
Manage bookings
Manage your bookings easily with built-in booking widget.
Showcase your listings
Show the best parts of your locations with style.
Manage bookings
Manage your bookings easily with built-in booking widget.
Showcase your listings
Show the best parts of your locations with style.
Manage bookings
Manage your bookings easily with built-in booking widget.
Showcase your listings
Show the best parts of your locations with style.

Numbers That Speak: Measuring Transformation

The digital transformation yielded impressive results during testing:

92% reduction in processing time

84% decrease in unreported equipment damage

95% on-time return rate

4.8/5 user satisfaction score

71% reduction in checkout wait times

Wisdom Cultivated: Lessons from the Digital Frontier

This journey taught us invaluable lessons about digital transformation:

User-Centricity is Sacred

Regular testing revealed that what seemed obvious to us wasn't always clear to users

Iteration Transcends Perfection

Small, continuous improvements proved more effective than pursuing perfection

Communication Creates Harmony

Regular stakeholder meetings ensured everyone was aligned and engaged

Highlight 1
Manage your bookings easily with built-in booking widget.
Highlight 2
Show the best parts of your locations with style.
Highlight 3
Manage your bookings easily with built-in booking widget.
Highlight 4
Show the best parts of your locations with style.
Highlight 1
Manage your bookings easily with built-in booking widget.
Highlight 2
Show the best parts of your locations with style.
Highlight 3
Manage your bookings easily with built-in booking widget.
Highlight 4
Show the best parts of your locations with style.
Highlight 1
Manage your bookings easily with built-in booking widget.
Highlight 2
Show the best parts of your locations with style.
Highlight 3
Manage your bookings easily with built-in booking widget.
Highlight 4
Show the best parts of your locations with style.
Highlight 1
Manage your bookings easily with built-in booking widget.
Highlight 2
Show the best parts of your locations with style.
Highlight 3
Manage your bookings easily with built-in booking widget.
Highlight 4
Show the best parts of your locations with style.

The Continuing Journey: Looking Beyond the Horizon

While the immediate challenges have been addressed, we've laid the groundwork for future enhancements. The system's modular design allows for easy integration of new features as BAPS Swaminarayan Akshardham's needs evolve, ensuring this solution will continue to serve its community well into the future.