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Inventory IQ
Role
Full Time
UI UX Designer
Research, User Testing, Wireframing, Visual Design, Prototyping, Usability Testing
Platform
Cross-Platform
Timeline
Q3 2025 - Present
Deliverable
Information Architecture, Personas, User flows, Wireframes, High-Fidelity Mockups, Prototypes
Overview.
Inventory IQ is a inventory dashboard designed to streamline the cycle counting process (regularly checking and verifying inventory levels) by enabling real-time data entry and improving visibility and accuracy across operations.
Problem.
"Operators manually collect and enter machine data across multiple systems, relying on disconnected workflows that lead to inconsistent data, limited visibility, and high operational effort"
Data is collected from multiple machine interfaces and system tools, then manually input into Excel
No input validation or error feedback during data entry, allowing mistakes to go unnoticed
High risk of human error due to repeated manual entry, consolidation, and categorization of data
Solution.
"Create a digital form-based system for shift leads and supervisors to capture machine data daily, a dashboard to review inputs and monitor status in real time"
Design Goal.
⭐ Improve Data Visibility
Enable users to view real-time status of data submissions and machine-level readings in a single, centralized view.
⭐ Reduce Data Entry Errors
Minimize inconsistencies by using structured inputs and real-time validation during data entry.
⭐ Ensure Data Accuracy
Maintain a timestamped history of all submitted data to support historical reporting and discrepancy analysis.
User Research.
Field Study
Some operators write down machine readings on paper during their rounds and enter the data later in Excel.
Some operators bring laptops to the production floor and manually input readings in real time.
Data entry is sometimes delayed due to interruptions during the workflow.
Operators often pause the process to respond to other operational requests.
Interviews
"How do you typically perform a cycle count during a shift?"
"What makes cycle counting difficult or inconvenient?"
"What usually causes delays in completing it?"
"How do you know if there was an error?"
Task Analysis
Users reference multiple Excel sheets to locate the correct columns and fields
The process involves manual entry of count data into spreadsheets or digital forms
Task execution varies by operator, including direct laptop entry or handwritten notes
Key Insights.
🔑 Workflows vary by user, not by system
Counting and data entry methods differ across individuals (real-time input, paper notes, memory), leading to inconsistent execution and unreliable data.
🔑 Accuracy drops when data entry is delayed
When users don’t record counts immediately, they rely on memory, increasing the likelihood of mistakes.
🔑 Errors go unnoticed at the point of entry
There is no feedback loop during input, so users are often unaware of mistakes until much later.
🔑 Issue detection happens too late
Supervisors review data only after problems surface, limiting their ability to prevent or quickly resolve discrepancies.
Design Approaches.
🧩 Create a guided counting experience
Introduce a structured, step-by-step flow that reduces reliance on individual habits and ensures consistency across all users.
🧩 Support in-the-moment data capture
Design for quick, low-friction input during counting to minimize memory-based errors.
🧩 Make system feedback immediate and actionable
Provide real-time cues that help users recognize and correct mistakes as they enter data.
🧩 Improve visibility across the workflow
Enable both users and supervisors to track progress and identify gaps without waiting for post-process review.
🧩 Extend the system beyond task completion
Support historical tracking and streamlined reporting to reduce manual effort and enable ongoing operational insights.
User Roles.
Production Operators / Shift Leads
Hands-on users responsible for executing cycle counts during shifts. They physically verify inventory and enter results directly into the system, often under time constraints.
Inventory Management Team
Responsible for reviewing, validating, and resolving discrepancies between physical and system inventory. They act as the primary investigators of inconsistencies.
Leadership (Supervisors / Managers)
Oversee operational compliance and performance without directly performing counts. Focused on monitoring completion rates, trends, and accountability across teams.
Inventory / Data Analysts
Use cycle count data to identify trends, inefficiencies, and optimization opportunities across inventory systems and operations.
System / Dashboard Owners
Maintain and evolve the inventory system by integrating multiple data sources and ensuring system reliability and updates.
Design Process.
Information Architecture
The system is organized around key workflows: cycle counting and discrepancy review. This structure helps users quickly find what they need, track progress, and understand what actions to take, making it easier for teams to stay aligned and make decisions faster.
Userflows
User flows were mapped for the main counting process to understand how users complete cycle counts and identify opportunities for simplification. This helped uncover unnecessary steps and improve overall workflow efficiency.
Wireframes
Wireframes were created to define the structure and layout of the main counting process. They helped visualize each step, organize information, and ensure the flow was clear and easy to follow before moving into higher-fidelity designs. They were also used to align with stakeholders on the overall approach early in the process.
Iterations.
🔄 Usability Testing - Task based
Participants completed the counting process using wireframes while interactions and completion time were observed.
Frequent backtracking between steps to verify information
Interrupted workflow due to step-by-step navigation
Increased effort from repeated page transitions
🔄 Time-on-Task Comparison
Completion time was measured during testing to evaluate the efficiency of the counting process.
Longer task completion due to step-by-step navigation
Delays caused by repeated back-and-forth between steps
Slower input flow from interruptions during the process
🔄 Stakeholder Feedback Loops
Wireframes were reviewed with stakeholders and the inventory team to validate the counting process.
Validated that all required steps were included in the workflow
Clarified gaps and inconsistencies across different user roles
Ensured the process aligns with actual operational practices
These findings highlighted inefficiencies in the step-based flow and opportunities to simplify the process. Based on these insights, the design was iterated to reduce steps, minimize interruptions, and improve overall efficiency.
The original flow required users to navigate through 7 separate pages with repeated “Next” actions. The new design removes step-by-step navigation, allowing users to complete the process in one continuous flow.
Reduced completion time 15 minutes -> 12 minutes
Users can now move through the counting process without interruption, instead of stopping at every page transition.
This creates a smoother and more natural experience, especially for repetitive tasks.
Improved Data Visibility
All inputs are visible in one place, making it easier to review and verify entries. Users can now move through the counting process without interruption instead of stopping at every page transition.
[Count Process] Userflow - BEFORE Iteration:
[Count Process] Userflow - AFTER Iteration:
[Count Process] Wireframe - BEFORE Iteration:
[Count Process] Wireframe - AFTER Iteration:
Final Designs.
Process Overview
Displays assigned counts and daily results, allowing users to quickly access tasks and begin the counting process without unnecessary navigation.
Real-Time Entry and Error Prevention
Continuous input flow supports real-time data entry, with inline validation to catch missing or unusual values during counting.
Review and Infinite Scroll
All inputs are visible within a single scroll, allowing users to review and verify information without navigating between steps.
Compile Summary
Consolidated summary of submitted data provides a clear overview of results and supports quick verification across different counting scenarios.
Reflection & Next Steps.
Reducing navigation improved efficiency
Removing step-based navigation eliminated backtracking and interruptions, allowing users to complete the counting process more smoothly.
Iteration grounded design decisions in real behavior
Usability testing and workflow analysis revealed friction that wasn’t obvious initially, ensuring that design changes were based on actual user needs.
Visibility reduces the need for backtracking
Making all inputs visible in a single view allowed users to review and verify information without navigating between steps.
Next Steps
Validate the solution in real-world environments to confirm usability and efficiency improvements
Track key metrics such as completion time and error rates over time
Continue collaborating with stakeholders to refine the workflow and iterate based on real-world feedback