Matera • 2025

1. Problem statement

Property managers don’t have a dedicated tool for taking notes and photos during building inspections. As a result, there’s no clear process, and writing visit reports is time-consuming.

2. Frame and goal

The goal was to create a single tool for taking notes and photos, in order to automatically generate a PDF inspection report to be sent to co-owners.

The tool needed to guide the visit without being restrictive. The interface had to cover all possible scenarios and be mobile-first, to allow full flexibility on the go.

3. Discovery protocol

I implemented 4 user discovery methods:

  • I conducted various user interviews with property managers from different backgrounds and operating in different regions (Paris, Lyon, and Annecy).

  • I did real-life shadowing by accompanying property managers during their building inspections.

  • I ran a UX workshop called Crazy 8 to generate wireframes imagined by the end users themselves.

4. Wireframes and userflows

I eventually created a clickable prototype, which I tested with the property managers themselves, allowing me to get direct feedback on the proposed solution.

I had numerous discussions with the tech team to align my solution with technical constraints such as: loss of internet connection, managing photo file sizes during upload, automatic generation of the inspection report, and improving note-taking with the help of artificial intelligence.

12

User interviews and shadowing

Up to 400

Work hours saved per year for users

100%

Feature adoption by end users

Schedule a new visit

The property manager can easily create a building visit using a short form.

Visits are scheduled in advance throughout the year with a few co-owners, experts or workers.

Start the visit and review building components and equipment

During the visit, the property manager needs to take notes and photos of various building areas and legally required equipment.

Things need to be done quickly, and AI can help to rewrite their notes.

They may also need to take miscellaneous or internal notes and create a new folder if co-owners request specific services.

Generate visit report and share it with the co-owners

As soon as the visit is finalized, the property manager can automatically generate a report containing all notes and photos.

The goal is to share it with the union council and/or all co-owners.