Case 03 / Design delivery automation
GateFrom intake forms to OKR review: an automated design delivery system
Visual, video, brand, and industrial design teams handled a constant flow of requests. I connected intake forms, Bitable, Meegle, and OKR data into one system for task creation, scheduling, acceptance, delivery confirmation, and performance review.
Project essentials
I built a delivery system for visual, video, brand, and industrial design teams, covering intake, structured demand, task creation, scheduling, acceptance, and OKR review.
I mapped the end-to-end workflow, designed the intake form and Bitable demand pool, and used APIs to create Meegle tasks automatically.
More than 200 weekly requests came from several business lines, while task creation, assignment, status chasing, and completion notices relied heavily on manual work.
The system supported the weekly demand volume, reduced coordination overhead, and made progress, response time, capacity, and goal completion measurable.
How one request moves through the system
Each tool owns a different part of the flow: intake, delivery, or goal review. A shared request ID keeps them connected.
Shared intake
Captures context, deliverables, timing, and acceptance criteria in one demand pool.
Task and delivery flow
Handles task creation, scheduling, routing, acceptance, confirmation, and completion notices.
Goals and review
Uses delivery data to review progress, response time, capacity, and goal completion.
One request ID connects intake, task execution, acceptance, and goal data
At a glance
Background
At Gate, the design organization supported many business lines at the same time. Visual, video, brand, and industrial design teams needed a stable way to receive and manage demand from different stakeholders.
Challenge
Requests were easy to lose across chats, meetings, and temporary documents. Task creation, assignment, status tracking, acceptance, and completion notices relied heavily on manual work. Leadership also needed a clearer view of capacity and OKR progress.
My role
I mapped the full path from request submission to delivery confirmation, then connected team goals, OKRs, and delivery data into one management view.
Result
The system supported more than 200 design requests per week, reduced manual task creation and status chasing, and gave the team reliable delivery data for OKR review.
Reflection
Clear intake, ownership, and acceptance criteria create a dependable design operation. The team can then focus on priorities, quality, and capacity.