Migrating 300 organizations to a new board meeting portal

Designing Oodrive Meet for two different users: executive assistants who prepare board meetings on desktop, and members who attend them on tablet and mobile.

PRODUCT DESIGNUXBTOB

Migrating 300 organizations to a new board meeting portal

Context

Oodrive Meet is a board meeting management tool used by large European groups to organise their governance bodies — boards of directors and committees. As Product Designer, I designed the product end to end for its two primary personas: the executive assistant who prepares and runs the meetings from desktop, and the board member who attends them on an iPad or Android tablet.

My role covered research, interaction and visual design across both surfaces, and a usability testing programme with executive assistants who use the tool every week.

Two personas, two surfaces

The product had to serve two very different jobs at the same time. The executive assistant needed a fast, repeatable way to build meetings and load documents on a busy desktop workflow. The board member needed a quiet reading and annotation experience on a tablet, often from a hotel room or a train.

Both personas were built from interviews with real users at large European groups.

Nathalie

EXECUTIVE ASSISTANT

“It's quite stressful when you send the invitation to the board members. I often update the meeting with new documents arriving late.”

Organises the governance bodies of a large group. Prepares convocations, deposits documents in the library once validated, maps each one to the right agenda item, and chases late responses by email or phone.

NEEDS

Create the meeting on Teams and Oodrive Meet in a single step
Clone existing meetings and manage recurrence with the calendar
Limit the number of manipulations when adding documents
Preview exactly what each board member will see

PAIN POINTS

Explaining the tool to people not comfortable with digital
Can't edit participants' responses — has to keep a separate Excel sheet
Managing leadership's frustration when there's a technical hiccup

Philippe

BOARD MEMBER

“I need to focus on my mission on the Board, without having to search for documents or worry about the technical side of accessing them.”

Member of the board of directors of a large European group. Reads and annotates documents on an iPad before each meeting, and follows the meeting itself by video. Around ten meetings a year, often while travelling.

NEEDS

Get all documents far enough in advance to study them
Access documents from anywhere, on tablet or mobile
Take notes and annotate easily from the documents
Responsive support if something goes wrong

PAIN POINTS

Receives a lot of emails — significant information loss
Sits on several boards and often mixes up logins
Not always comfortable with digital tools or unstable connections

Desktop — Executive Assistant

On desktop, Oodrive Meet is a meeting workshop. Nathalie builds a board meeting in a few steps — invite the participants, drop documents into the library, map each one to the right agenda item, set per-participant access rights, and publish the convocation. Recurrence, cloning, and a participant-view preview cut the most repetitive parts of her week.

Oodrive Meet desktop — meetings list view

Oodrive Meet desktop — meetings calendar view

Oodrive Meet desktop — access rights management

Oodrive Meet desktop — meeting agenda with files and votes

Tablet & mobile — Board members

On tablet, the same meeting becomes a quiet reading surface. Philippe opens his agenda, taps into a document, and annotates it with the keyboard or a stylus. The mobile companion gives him the same agenda and notifications on the go, so he never has to search across emails for the right file.

Oodrive Meet tablet — calendar view with upcoming meetings

Oodrive Meet mobile — calendar view with upcoming meetings

Usability testing with executive assistants

I ran usability sessions with a dozen executive assistants actively using Oodrive Meet — from large groups headquartered in Paris to mid-size companies in the regions. Each session walked through the real tasks that fill their week: creating a board meeting, loading late documents, mapping them to the agenda, sending the convocation, and following up with participants.

Findings were consolidated into a design scorecard rating the product across six UX dimensions — attractiveness, learnability, efficiency, controllability, stimulation, and an overall usability score — alongside a breakdown of the top tasks that fill an executive assistant's week.

Oodrive Meet design scorecard — usability score, attractiveness, learnability, efficiency, controllability, stimulation and top task results

Outcome

The design delivered a coherent governance experience across desktop and mobile, and it was solid enough to carry the existing customer base through a full platform transition.

~300

client organizations migrated to the redesigned Oodrive Meet.

Retaining the customer base through a major platform change, and onboarding both executive assistants and board members onto the new experience.

EXECUTIVE ASSISTANT

A single, structured place to create and manage meetings — fewer manipulations, a preview before sending, and a clear, confident path through a high-stakes, irreversible action.

BOARD MEMBER

A frictionless, offline-capable agenda that removes the "where's my document / am I in the right place" anxiety entirely.

NEXT PROJECT

Building an AI-generated platform

Grand Large Yachting

CONTACT

Have something to ship?

Currently booking projects for next quarter. Tell me about the product, the stage, and what "done" looks like.

Email Malt LinkedIn

Legal notice