Workgrid Software
Work. Smarter. Redesigning an AI Assistant for productivity
Overview
I led the end-to-end redesign of our embeddable Toolbar, contributing to an 81% increase in monthly active users (MAU) and more than tripling the sales pipeline.
The Challenge
Transform a legacy intranet toolbar into a unified, intelligent AI Assistant that brings together apps, knowledge, and workflows in one seamless interface-accessible across mobile, desktop, Microsoft Teams, and browser extensions.
- Unify the digital experience across platforms
- Prioritize the most relevant, actionable information
- Reduce friction to get answers about work related topics
- Humanize AI through smarter, more conversational UX
Before:
- Disconnected tools and fragmented interfaces
- Outdated and hard to find chat interface
- Low user satisfaction and efficiency
- No clear prioritization of tasks or information
After:
- Unified AI Assistant across platforms
- Sleek, embeddable Toolbar design preferred by 63% of users
- +121% increase in satisfaction and +47% boost in efficiency
- Streamlined workflows with intelligent prioritization
The Outcome
- +81% increase in monthly active users
- +127% boost in revenue, with a 313% pipeline growth
- 100% customer migration to the new platform
- 90% net retention rate (2022–YE 2024)
- Strengthened key platform partnerships and sales inclusion to expand customer base
The Research
Using the Jobs to Be Done framework along with input from our Sales and Marketing partners and usage analytics, designs and decisions were tailored to use cases and user archetypes we felt represented our ideal users.
The Work
We overhauled the platform with a modular, themeable UI built on Tailwind CSS, powered by a dynamic Adaptive Card framework. We tested multiple design concepts and found a clear winner:
Sketches for early app ideas and mini workflows
Experiments
With the hypothesis that conversational interactions would benefit users by getting them answers more quickly and increasing engagement, we designed quick experiments to test and worked with engineering to determine feasibility and options.
"I like the simplicity of it and got very good results for what I was looking for. I appreciate the AI summaries too."
Pilot test user
Other key improvements:
- A new notification layout that 94% of users rated as very easy or easy to use
- An average of 5 seconds saved on common approval and notification tasks
- A 35% performance boost over other chatbot solutions users had tested
- A 47% increase in overall efficiency
- An 87% ease-of-use score, with most users needing no training
- A 121% jump in satisfaction compared to the previous version
Looking Ahead
The new Workgrid AI Assistant is more than a UI refresh—it’s a bold step toward a smarter, more unified digital workplace. Future iterations will focus on personalization, AI-driven automation, and richer third-party integrations, making Workgrid the nerve center of modern work.
