Management Software for HK Company Secretaries

Software (SaaS) built for Hong Kong company secretaries, Dokifly simplifies tasks with a modern interface, optimized user experience, and automated workflows.

Company

Dokifly

Role

UI/UX Designer

Tools

Figma Adobe Illustrator Webflow

Skills

Interaction Design Prototyping Visual Design

Project Overview

Company secretaries in Hong Kong face challenges during company registration, dealing with scattered documents, including clients' information, and managing numerous forms and procedures.

Dokifly offers a centralized platform that enhances communication efficiency and minimizes errors, providing a comprehensive solution for organization and seamless navigation of responsibilities.

Project Overview

Company secretaries in Hong Kong face challenges during company registration, dealing with scattered documents, including clients' information, and managing numerous forms and procedures.

Dokifly offers a centralized platform that enhances communication efficiency and minimizes errors, providing a comprehensive solution for organization and seamless navigation of responsibilities.

Research

Through qualitative research conducted with company secretaries in Hong Kong, valuable insights were gathered regarding the challenges they face in their daily responsibilities.

Research

Through qualitative research conducted with company secretaries in Hong Kong, valuable insights were gathered regarding the challenges they face in their daily responsibilities.

Handling a multitude of documents for each company requires extensive file keeping, making organization a constant challenge.

Com sec Mrs. Chan

Handling a multitude of documents for each company requires extensive file keeping, making organization a constant challenge.

Com sec Mrs. Chan

Finding necessary documents amid simultaneous requests from different clients can be overwhelming and time-consuming.

Com sec Mr. Cheung

Finding necessary documents amid simultaneous requests from different clients can be overwhelming and time-consuming.

Com sec Mr. Cheung

The process of obtaining client signatures involves excessive communication through email, post, and messaging apps, scattering progress and information across different platforms.

Com sec Miss. Wong

The process of obtaining client signatures involves excessive communication through email, post, and messaging apps, scattering progress and information across different platforms.

Com sec Miss. Wong

Amidst busy schedules, remembering important dates for companies in Hong Kong, and timely reminders to clients, can be challenging, leading to occasional missed deadlines.

Com Sec Mr. Yeung

Amidst busy schedules, remembering important dates for companies in Hong Kong, and timely reminders to clients, can be challenging, leading to occasional missed deadlines.

Com Sec Mr. Yeung

User Journey

Pain points

Scattered Client Documents

Complex Multi-Platform Communication

Numerous Forms and Procedures

Manual Deadline Tracking

Main flows

Create company profile with NNC1 form

Make all clients’ information and documents stored in the company profile

NNC1 form: This is the official form required by the Hong Kong government for company registration, containing all basic company information.

Previous solution
Manually scan and enter NNC1 form details into the system after filling it out.

Create company profile with NNC1 form

Make all clients’ information and documents stored in the company profile

NNC1 form: This is the official form required by the Hong Kong government for company registration, containing all basic company information.

Previous solution
Manually scan and enter NNC1 form details into the system after filling it out.

Store document and send to sign

Digitally store documents and send them for electronic signatures, streamlining the process and reducing manual handling.

Previous solution
Physically mail documents for signatures, manage returns, and manually file each signed document.

Store document and send to sign

Digitally store documents and send them for electronic signatures, streamlining the process and reducing manual handling.

Previous solution
Physically mail documents for signatures, manage returns, and manually file each signed document.

Add reminder

Set automatic reminders for important dates, notifying both the company secretary and clients to ensure timely actions.

Previous solution
Manually track important dates and remind clients, risking missed deadlines due to human error.

Add reminder

Set automatic reminders for important dates, notifying both the company secretary and clients to ensure timely actions.

Previous solution
Manually track important dates and remind clients, risking missed deadlines due to human error.

Communicate with clients

Use integrated communication platform - Whatsapp within Dokifly, centralizing all messages and documents in one platform for easy access.

Previous solution
Communicate across multiple platforms like email, post, and messaging apps, leading to scattered information.

Communicate with clients

Use integrated communication platform - Whatsapp within Dokifly, centralizing all messages and documents in one platform for easy access.

Previous solution
Communicate across multiple platforms like email, post, and messaging apps, leading to scattered information.

UI Design and Styleguide

Takeaways

Given the system's specificity to a particular profession, in-depth interviews and research are important.

Being outside their profession, I spend additional time comprehending their workflow. This experience has emphasised the importance of cultivating empathy to effectively identify and address pain points.

Given the system's specificity to a particular profession, in-depth interviews and research are important.