Organizing massive information in a search context.
Finding the right data in a search context can be surprisingly difficult for users. They often struggle with vague or overly broad search results, unclear filters, or poorly structured information. Even when the right data exists, it might be buried under irrelevant results or hidden behind an unintuitive interface.
This was no different for Woba's sales team. When selling private offices to companies, they needed to quickly find the right space with the appropriate facilities.
In this project, I applied the LATCH framework to reorganize key information for Woba's operators, ensuring faster access, improved clarity, and a more efficient workflow.
Impact:
Reduced search time.
By structuring data systematically, the team could quickly locate relevant details, whether by office location, facility type, or priority level. This reduced search time, minimized confusion, and ensured a more seamless user experience. Categorizing facilities/amenities under clear hierarchies also made it easier to compare options, leading to more efficient decision-making and a smoother workflow when assisting clients in finding the perfect workspace.
Building a product from scratch.
When building a product from scratch, teams face several challenges:
What should we prioritize first?
To answer this, we analyzed our team's journey to identify which step of the process had the most bottlenecks. We started by focusing on our internal team, streamlining their workflow to improve efficiency and save time, as we noticed that the proposal stage was impacting all the rest of the process.
Context
While searching for private offices to make the proposal to the client, our team had to deal with a massive amount of data to ensure they will present the right space for our clients.
In order to do this, our team has to search in our inventory for rooms that match their requirements. To do this, the salesperson, access our back office to look for available rooms, analyzing key characteristics to find the best options. These spaces may vary according to size, structure, location and other facilities included. The presence or absence of one item, can be the difference of a closed deal.
This entire process was manually executed. However, in 2025, Woba shifted its focus to Private Office to align with market demands.
The problem
One tool Woba's team have to search for the perfect space, is Woba's backoffice.
When it comes to facilities, a lot of information is not kept and updated in our backoffice. They are lost among Hubspot's tickets, as a result, the salesperson needs to ask the supply team to contact the space provider and check whether the requested facilities are available.
Another problem is the fact that the facilities are all displayed in one large big category, increasing time and user's effort to check and look for specific items.
Hypothesis
If we enhance the way coworking space facilities are displayed, then the internal team (Sales, and Supply) will spend less time in the proposal stage, and users will have a smoother experience finding rooms that match their preferences.
The how
I began by conducting internal user research with our Supply, CS, and Sales teams to ensure all possible facilities were accounted for. After speaking with them, I discovered that about 21 facilities were missing.
Additionally, some of these facilities had attributes such as price and frequency.
The first step was to add all the missing facilities along with their respective attributes.
Here, I also relied on my PM and developer team to check our data bank to look for where in our system these amenities were registered.
Project's Premisses
To address this problem, we need to reorganize how users find facilities and amenities, making the search process more intuitive and efficient. Additionally, we must improve how information is registered in our system, ensuring that all existing facilities are accurately filled in with their attributes by our team.
By solving these issues, we will enable faster and more precise facility searches, reduce manual workload, and ensure a more seamless experience for both users and our internal team.
So, how to deal with new massive information?
To organize the way we presented the facilities, I decided to use the LATCH framework.
The LATCH framework, developed by Richard Saul Wurman, provides a structured approach to organizing information. It consists of five principles:
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Location 🗺️ – Organizing content based on spatial relationships. Example: A map-based navigation system.
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Alphabet 🆎 – Sorting information in alphabetical order. Example: A glossary or an A–Z index.
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Time ⏳ – Structuring content chronologically. Example: A project timeline or a historical event timeline.
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Category 🏷️ – Grouping information by shared characteristics. Example: An e-commerce site sorting products by type.
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Hierarchy 📏 – Arranging content by importance, size, or ranking. Example: A list of top-rated UX tools ranked by user reviews.
Although the system will be used by our internal team, I decided to work with the "location"of the framework.
Since coworking spaces usually have the same structure (entrance, reception, rooms with their respective facilities, parking lot), and clients asks for specific items within one of these structure, it would be easier for our team to look for an item within this structure.
Dealing with the attributes
Users can hover over a facility to view its attributes, such as price or frequency. An icon indicates the presence of these attributes, ensuring users don’t need to hover over each item individually to discover them.
User feedback and second iteration.
We tested our first iteration (shown above) by gathering feedback from our team.
Here are some key observations:
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The separation based on the user’s entrance into the space was well-received. It made navigation easier and more intuitive.
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The “Charge separately” category was somewhat difficult to find, as the items blended in with the others.
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It was unclear which facilities were part of the room and which belonged to the overall space.
Based on our team's feedback, we decided to highlight facilities that are charged separately by changing the badge color. This way, users are naturally drawn to the different color, making this information more noticeable upfront.
First release and next steps
We then broke the work into smaller deliverables, starting with the separation of facilities based on the LATCH framework.
The next step was to improve how information is registered in our system, ensuring that all existing facilities are accurately filled in with their attributes by our team.
Impact
Although we are still assessing the impact on the SLA, our internal team has reported:
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Overall improvement in their experience, with a noticeable ease in quickly locating the facilities within a room.