― CASE STUDY ―
POSM WORKS
POSMWORKS is a workflow management system built for 11 FTC Inc., a leader in retail marketing solutions. It streamlines the ordering, approval, and delivery of marketing and merchandising materials, ensuring seamless coordination, real-time tracking, and efficient execution. By optimizing workflows, POSMWORKS helps brands enhance their in-store presence and shopper marketing strategies with greater speed and accuracy.
Timeline
6 months
My Role
Sole UI/UX Designer
Tools
Adobe XD, Adobe Photoshop
Problem Statement
Managing the ordering, approval, and delivery of retail marketing materials at 11 FTC Inc. was inefficient, with delays, miscommunication, and lack of real-time tracking. Existing solutions were either too generic or complex, leading to workflow bottlenecks.
Project Goal
Design a workflow management system that streamlines orders, approvals, and deliveries, ensuring faster execution, real-time tracking, and seamless collaboration for 11 FTC Inc.
The Client
11 FTC Inc. is the leading Retail Marketing Solutions company with market leadership and proven track record in the industry since 1996. 11 FTC Inc. is the company of choice for Multinational, Domestic, and Regional companies. They offer a fully-integrated one-stop shop for all advertising and merchandising needs from their factory in the Philippines.
User Research
Since operations heavily relied on structured approval workflows, I conducted an in-depth interview with the Head of Operations, who provided insights into the six user roles within the system:
How an Order Moves Through the System
Ordering and delivering retail marketing materials used to be a frustrating, time-consuming process, with constant back-and-forth between teams. To simplify this, we created a structured, easy-to-follow workflow that keeps everything moving from placing an order to approval, processing, and final delivery. Now, every team member knows exactly what to do and when, reducing delays and making the entire process smoother and more efficient.
Competitive Analysis
To understand the challenges in managing retail marketing materials, I analyzed existing workflow solutions used by businesses in the Philippines. While some platforms offer inventory tracking and order management, they often lack the specialized features needed for POSM workflow efficiency, leading to delays, miscommunication, and operational bottlenecks.
Key Insights & Pain Points
How POSMWORKS Stands Out
The Design
To address the inefficiencies in managing POSM orders, we designed a user-friendly and structured interface that simplifies workflows for all user roles. The UI ensures seamless navigation, clear role-based actions, and real-time order tracking, reducing manual work and improving efficiency.
Role-Based Dashboard for Clear Task Management
Each user—whether an Admin, Agent, Approver, Employee, Driver, or Delivery Approver—has a customized dashboard displaying only the relevant actions and order statuses. This ensures a clutter-free experience and minimizes confusion.
Intuitive Order Placement and Approval Process
The order placement screen is designed with a step-by-step flow, ensuring that all necessary details are captured while minimizing errors. This structured approach guides users through the process, reducing confusion and the need for manual corrections. On the approval side, approvers have access to a clear, easy-to-scan list of pending requests, allowing them to approve, reject, or request modifications with a single click. This streamlined workflow enhances efficiency and reduces delays in processing orders.
Real-Time Order Tracking and Notifications
Users can track order progress in real time, eliminating the need for constant follow-ups and reducing delays. A color-coded order status system provides instant visibility, making it easy to identify whether an order is pending, approved, in transit, or completed at a glance. Additionally, automated notifications keep agents, employees, and drivers informed at every stage, ensuring smooth coordination and timely actions.
Mobile-Optimized Design for On-the-Go Access
Since many users—including Drivers and Delivery Approvers—work remotely, we ensured the UI is responsive and mobile-friendly, allowing seamless updates and approvals from any device.
A Scalable and Flexible UI
The system is designed with a modular structure, allowing it to adapt as business needs evolve. It can accommodate new features, additional users, and system enhancements without disrupting existing workflows, ensuring long-term usability and efficiency.
Final Thoughts
POSMWORKS successfully streamlined POSM order management, replacing a manual, time-consuming process with a more structured and efficient system. By focusing on clear workflows, real-time tracking, and role-based access, the platform improved coordination and reduced errors across multiple teams.
However, since this project was developed years ago, there are many opportunities for improvement—both in UI design and process optimization. With advancements in UX best practices, a refined interface could further enhance usability, scalability, and overall efficiency. Given the chance, I would explore a more modern, intuitive UI, improved accessibility, and potential automation features to make the system even more seamless.
Reflecting on this project, it reinforced my belief in the power of user-centered design and how thoughtful UX decisions can directly impact operational efficiency. Moving forward, I’m eager to take on new challenges that push the boundaries of research-driven and scalable UI design.
