The Characterization of a New User System in the Workplace

A user of a system may experience difficulty when starting work on a new system or when replacing an old system to a new one. This article will introduce some useful principles for the product managers whose users are experiencing working on a new system or transition between different systems. This article will offer tools that can be implemented in the user’s onboarding process in the new system.

landing page:

The system will display a landing page that contains very few links and has a specific purpose or intent. According to Hick’s Law, the more options there are, the more difficult it is to make long term effective decisions. Moreover, this situation can take up a lot of time and precious “opportunity cost” and deters the user from the original thought process associated with using the page in the first place. In practical terms, the system registration page will only display the user two options: log in or sign up. All of the system’s additional capabilities are invisible on this critical page which limits user options and optimizes the page’s effectiveness.

Familiarity with the system:

The system will allow the user to explore and learn the product features without email identification. The user will complete the registration and identification at a later stage, as outlined in the article. Waiting for the user to see the value of the product before the system asks him for further personal information authenticates the page, and, in turn, significantly increases the registration and conversion rates.

Matching the system to user characteristics:

The system will ask the user 1–2 questions and offer him/her several options to choose from at that time. This tool can help customize the system to the persona using it. For example, the user will define their need to use the system or define their role at the beginning of work. That way, we can adapt the system to the users’ needs effectively and improve their experience at the outset. This tip is suitable for products that offer services to a wide range of users.

Migration from the old work concept to the new work concept for the user in the onboarding experience:

  1. The system will display default values ​​into major fields that the user can edit, with emphasis on areas that are important to the operational functionality within the system. In this way, the user can easily experience building and adapting to the new system effectively.


The system will display the user’s work screen (after completing the user learning process within the system). At this stage, the system will suggest that the user press a button leading to design preferences selections. So in one action, we can make the user personalize the design. The user may value ​​the system more if he/she feels that it is tailed to particular and specific needs.

Complete registration:

The system will prompt the user to complete the email sign up and confirmation process. The system will show the user a subscription link. The user experience will be pleasant when the system transitions smoothly to the user’s email box.

It should be noted that the user may start to read his/her emails, respond to them, and forget that they need to access the relevant email that our system sent to them (registration confirmation email). Another risk is that the email we sent from the system may already have been pushed down into the user’s inbox. The recommended solution is to use the “sniper link” capability in switching between system usage and email usage. It is a tool that connects the system with Gmail / Outlook using filtration words with the information relevant to the user at that moment — from:, in: anywhere.

In conclusion, this article has suggested practical tools that can be implemented in the onboarding phase of a user within a new system. The Product Manager can implement these requirements in the current system, thereby, improving the user experience and facilitating the transition between an old system and a new one efficiently.

Written by Maayan Galperin



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Maayan Galperin

I believe that knowledge and practical tools are the keys to success in all areas of life. This is what I research, implement, train, and teach others to do.