RegSpot Compliance Software
SaaS for simplifying compliance. RegSpot understands that staying compliant with regulations can be overwhelming, especially for smaller companies. That's why we created a solution that streamlines the compliance process for B2C companies with fewer than 200 employees and a limited compliance team.
RegSpot utilizes AI technology to streamline compliance and regulatory workflow management for your marketing assets while keeping track of all documents and company actions for auditing purposes. RegSpot’s software makes it easy by automatically mapping and updating the regulations applicable to your business. You'll have peace of mind knowing that you're always in compliance.
My Role : UX Researcher & Designer
Timeline : 3 months
Current Status : In Development
What is RegSpot?
RegSpot's founder wanted to simplify compliance approval through AI technology while simultaneously creating an archived of compliance reviewed materials. With regulations becoming more complex and businesses moving quickly, organizations need innovative solutions for compliance. By using AI, this software aims to transform compliance. It envisions a future where manual tasks are automated, reducing errors and enabling faster decision-making. The AI technology not only understands regulations but also learns and adapts to changing standards.
RegSpot’s vision is to empower organizations with an intelligent compliance approval system that saves time and resources while ensuring regulatory compliance.
Creating the Brand.
Drawing inspiration from RegSpot’s target audience, I recognized the need for a brand that exudes professionalism, reliability, and efficiency. With this in mind, I developed a comprehensive brand strategy that infused our brand identity with clean lines, sleek design elements, and a modern color palette.
Furthermore, I ensured that our brand messaging communicates the value of RegSpot in streamlining compliance processes, reducing errors, and enhancing overall productivity. Through meticulous planning and a deep understanding of our customers' needs, I successfully built a branding vision that positions RegSpot as the go-to solution in the field of compliance management.
What are RegSpot’s users needs?
Conducting user interviews with compliance officers was a crucial step in understanding the pain points within the compliance approval process. By engaging in meaningful conversations with these individuals, we gained invaluable insights into the challenges they face on a daily basis. These interviews provided an opportunity to delve into the complexities of their role, identify bottlenecks in the process, and uncover areas for improvement.
Through open-ended questions and active listening, we discovered key pain points such as excessive paperwork, inefficient workflows, ineffective documentation process, and cost inefficient monitoring process . By empathizing with compliance officers and incorporating their feedback, RegSpot works to streamline and document the compliance approval process, saving time and reducing frustration.
“ My worst nightmare is being audited and having to gather together all the asset documentation quickly. Everything is saved randomly and with no organizations. Finding and gathering these assets would add weeks of delay to our calendar. ”
“ My marketing team is always emailing, sending slacks, leaving notes on my desk, or adding documents to my google drive to review without telling me. I need a way to organization and create a workflow process. “
“ I wish I could automate monitoring of my team’s approved assets after they have launched. This way I could get ahead of any issues that might have slipped through the approval process cracks. “
Who needs RegSpot…
Let’s meet Jen.
Name: Jen
Job Title: Compliance Officer
Company Type: Startup
Company Size: 50 - 100 employees
Background
Jen is a highly skilled and meticulous compliance officer at a fast-growing startup. She has been working in this role for the past five years and has developed a deep understanding of compliance guidelines and industry regulations. Jen's primary responsibility is to review paperwork and marketing assets to ensure they align with the legal and regulatory requirements of the industry
Goals and Motivations
As a compliance officer, Jen's main goal is to ensure that the startup operates within legal boundaries and adheres to compliance regulations at all times. By thoroughly reviewing paperwork and marketing assets, she aims to minimize the risk of regulatory penalties, lawsuits, and reputational damage to the company.
Jen is motivated by her passion for maintaining ethical practices and ensuring the company's long-term success. She takes pride in her role as a guardian of compliance, helping the startup navigate the complex world of regulations and avoid any potential pitfalls.
Challenges and Pain Points
1. Paperwork Overload: Jen is frequently overwhelmed with the sheer volume of paperwork that requires her attention. This can range from legal documents to contracts, agreements, and internal policies. This overload often creates stress and impacts her ability to maintain a high level of accuracy and efficiency.
2. Asset Compliance: The marketing team consistently creates new assets for various promotional activities. Ensuring that these assets conform to legal and regulatory guidelines is a constant challenge. Jen struggles to keep up with the ever-changing requirements and needs effective tools to streamline the review process.
3. Interdepartmental Coordination: Being part of a startup, Jen often finds herself interacting with different teams, including legal, marketing, and product development. Sometimes, there can be miscommunication and delays in receiving the necessary documents or clarifications, hindering her ability to complete her work on time.
4. Industry Knowledge Update: Compliance regulations change rapidly, and staying up-to-date with the latest updates can be challenging. Jen must continuously educate herself to adapt to the shifting legal landscape, which requires significant effort and research.
5. Audit Trails: Jen has seen the mayhem that being audited can do to a small company. Knowing that her past asset compliance revisions and approvals live in gmail, dropbox, desktop downloads, hallway conversations, and within inconspicuous files gives her anxiety that one day she will need to find all these assets to present to an auditor.
How can RegSpot help?
The primary goal of establishing the MVP for RegSpot software is to validate the product's viability, gather user feedback, and iterate based on real-world usage.
By starting with the essential features and avoiding unnecessary complexities, we were able to launch the MVP faster and receive valuable insights to refine and expand the compliance software in subsequent versions.
How will RegSpot work?
To ensure a seamless user experience for Jen, we iterated through several user flows to find the best process to review and approve assets.
The process begins with Jen logging in and viewing her personalized dashboard, which provides an overview of the marketing assets requiring her attention. She can filter the assets based on specific criteria, such as campaign, jurisdiction, or regulatory compliance status. Clicking on a particular asset opens a detailed view, allowing Jen to review and approve or request revisions. Additionally, RegSpot provides an intuitive commenting feature, which allows Jen to collaborate with other team members, ensuring smooth communication during the review process.
Once Jen has completed her review, she can submit her final approval, triggering the asset's progress to the next stage, whether it be implementation, publication, or monitoring. Overall, RegSpot aims to streamline Jen's experience and enhance her efficiency in navigating compliance regulation.
So what does RegSpot look like?
By following our brand's guidelines of efficiency and reliability, I created wireframes for the software that promotes functionality and trustworthiness. Using Figma, I easily mapped out the various screens and interactions within the software, incorporating clickable elements such as buttons and menus to create a seamless experience for user testing. This enables users to navigate through the prototype and experience the simulated user flow.
Let’s test RegSpot out!
Conducting user research on a RegSpot software was a critical step in ensuring its effectiveness and usability. By engaging with potential users, we gathered valuable insights to inform the design and functionality of the software.
Through interviews and usability testing, we identified user needs, preferences, and pain points, allowing us to tailor the software to their specific requirements. By understanding how users navigate through the software, what information they seek, and the challenges they encounter, we were able to optimize the platform's features and layout.
How do we measure RegSpot’s Success?
At RegSpot, we understand the importance of measuring key performance indicators (KPIs) to assess the effectiveness and impact of our compliance software. We will focus on several core KPIs to track and evaluate the software's performance.
Key metrics will include the number of compliance breaches detected and resolved, the percentage of compliance tasks completed on time, and the average response time for critical compliance alerts. Additionally, we will measure user satisfaction through feedback surveys and customer support interactions to ensure the software meets their needs.
These KPIs will guide us in continuously improving RegSpot, ensuring that it remains a robust and reliable solution for businesses seeking comprehensive compliance management.
