Event management PoC

Challenge

Deliver a functioning proof of concept (PoC) for an event management AI tool within two weeks, with only two days allocated for the design phase.

A potential client approached us with an exciting project: develop a PoC for an event management tool that would leverage AI to generate a tailored checklist based on user inputs about the type of event they were planning. To ensure success, we refined the scope in collaboration with the client, aligning on clear deliverables and timelines. The design phase was allocated just two days, demanding a focused and efficient approach.

Goals

Deliver a fully functional design prototype of the software in two days or less.
Finish ahead of schedule to return valuable hours to the development team, ensuring the project stayed within budget.

Process

To maximize efficiency, I selected a Figma design system and quickly customized it to suit the project’s needs. This enabled me to avoid creating new components, which could increase development time.

I started by sketching a few initial concepts and shared them with the client for approval. Their swift approval allowed me to move forward without delay. Next, I built out the remaining pages of the application, ensuring the design adhered closely to the stock library to streamline development.

Once the pages were completed and approved, I transitioned to prototyping key workflows, such as filtering events and creating new ones. These interactions were designed to be intuitive, aligning with the project’s focus on usability and speed.

The entire design phase, including feedback loops and approvals, was completed within 1.5 days—well ahead of the two-day target. This early completion provided additional time for development, improving the overall efficiency of the project.

Outcomes

The design phase was completed ahead of schedule, contributing directly to the project’s profitability by returning valuable time to development. This experience underscored the importance of clear client onboarding and precise scope definition. It demonstrated that with proper preparation, our team could deliver high-quality work within tight timelines and budgets, while maintaining strong client satisfaction.