The Challenge
Employee transfers across a global firm involved cumbersome, manual steps — disconnected tools, offline documents, email chains, and zero visibility into where any request stood. Both employees being transferred and the HR and operations teams managing moves were stuck in a fragmented process with no single source of truth.
The goal was to develop a digital platform that would streamline and simplify the employee transfer process, completely replacing the outdated methods with a single, trackable, automated system.
End-to-End Ownership
I took full ownership of this project, overseeing every aspect from the earliest discovery conversations through design, development support, testing, and final training. My responsibilities spanned the full design lifecycle — from gathering requirements and crafting the user experience, to designing the visual system, and conducting thorough testing.
I also briefly assumed the role of project owner, organising the work into distinct sprints, prioritising tasks, gathering stakeholder feedback, and facilitating testing and training sessions across functional teams.
Before & After
The Old Process
- Manual, multi-step email-based approval chains
- Offline documents and spreadsheets to track status
- No real-time visibility for anyone in the process
- Mover profiles and communications created manually
- High volume of back-and-forth between HR, ops, and employees
- No single source of truth for transfer status
The New Platform
- Centralised digital platform for all transfer activities
- Real-time, visual approval/rejection tracking dashboard
- 100% automated mover profile and document generation
- Dashboard interface for seamless team management
- Automated notifications at every stage
- Global adoption with consistent experience across offices
How We Got There
The project followed a structured design process anchored in deep stakeholder engagement — conducting individual and team interviews across HR, operations, and the employees actually going through transfers.
Discovery
Conducted individual and team interviews with HR, ops teams, and employees to map the existing process end-to-end.
Define
Synthesised findings into user personas, pain point maps, and a prioritised list of requirements with stakeholder alignment.
Design
Designed information architecture, user flows, wireframes, and high-fidelity prototypes for all key workflows.
Build & Iterate
Collaborated with the development team through sprints, resolving design constraints and iterating based on feedback.
Test
Ran usability testing sessions to identify gaps and validate that the simplified workflows met real user needs.
Launch & Train
Managed rollout and personally conducted training sessions across offices for a smooth worldwide adoption.
What Made It Work
Rather than digitising the existing broken process, the design fundamentally rethought the transfer workflow — eliminating unnecessary steps and consolidating all actions into a single dashboard.
Visual status tracking — approvals and rejections surfaced through clear visual representations, eliminating the need to chase status over email.
Automated document generation — mover profiles and communication documents created and distributed automatically, removing manual effort.
Role-appropriate views — each user type (employee, HR, operations) had a tailored dashboard showing only what mattered to them.
Simplified navigation — complex cross-team coordination reduced to a clean dashboard interface, resulting in the remarkable 9.5/10 satisfaction score.
Results That Speak
The platform achieved exceptional results across every measurable dimension — from operational efficiency to user experience scores.
40% reduction in transfer processing time, directly freeing capacity across HR and operations teams.
100% real-time tracking of every transfer — from initiation to approval to onboarding — visible to all stakeholders at all times.
100% worldwide adoption across all offices within just 6 months of launch — a testament to how well the design fit real-world needs.
9.5/10 user rating — the highest satisfaction score, driven by simplified workflows, clear navigation, and the elimination of manual steps.