InVision Streamlines Operations and Boosts Productivity with Automated Workflows

InVision is a digital product design platform used by organizations worldwide. The company is fully remote, with a product team that spans across 10 countries. The team, led by Lindsey Redinger, is responsible for user research and design operations. Despite being small in size, the team is tasked with managing a multitude of operations, including project management, information consolidation, and user research. The team conducts numerous user interviews, requiring efficient scheduling and management of these interviews. The team's goal is to work smarter and more efficiently, leveraging technology to automate repetitive tasks and streamline operations.

InVision, a fully remote company with a product team spanning 10 countries, was struggling with managing their operations efficiently. The team, led by Lindsey Redinger, was small and had to deal with a multitude of tasks, many of which were repetitive and time-consuming. The challenge was to find a way to work smarter and more efficiently, given their limited resources. The team had to manage user research, design operations, and project management, all while coordinating across different time zones. The time spent on project management and information consolidation was significant, reducing the time available for customer interviews and project completion.

InVision turned to Zapier, an app automation tool, to streamline their operations. Zapier allowed them to automate many of their repetitive tasks, freeing up time for more critical work. Lindsey used Zapier's Shared Folders feature, which allowed anyone with access to create, edit, and collaborate on Zaps, bridging two or more apps. This feature empowered team members to make changes as they saw fit, enhancing team collaboration and efficiency. Lindsey also used Zapier to automate the scheduling process for user research interviews, including maintaining a record of every user talked to, sending notifications on Slack when events were scheduled or canceled, and adding a Zoom link to the invite. The solution integrated scheduling app Calendly, spreadsheet and database platform Airtable, and team chat tool Slack. When a customer selected a time to chat with the user research team in Calendly, Zapier searched Airtable for a matching customer and created one if not found, providing InVision with a complete database of interviewed users and pre-interview data.

• The implementation of Zapier's automated workflows significantly improved InVision's operational efficiency. The team was able to automate many of their repetitive tasks, freeing up time for more critical work. The use of Shared Folders in Zapier for Teams enhanced collaboration, as it allowed anyone with access to create, edit, and collaborate on Zaps. The automation of the scheduling process for user research interviews not only saved time but also ensured a more organized and efficient process. The team was always in sync, with Slack alerts for new events, ensuring no surprises. The system built with Zapier allowed the design team to easily discover opportunities, prioritize feature developments, and advocate for enhancements to the product.

• Time spent on project management and information consolidation dropped by 25%

• Turnaround time for reviewing and sharing customer insights and feedback reduced by up to 99%

• Automated scheduling process saved multiple hours every day