Overview
Instant Offices is a flexible workspace discovery platform designed to streamline the sourcing and booking of serviced offices, coworking spaces, and virtual workspaces across global urban centers. Tailored to the needs of startups, enterprise real estate teams, and workspace providers, the platform simplifies a traditionally fragmented commercial real estate journey by centralizing inventory search, space comparison, enquiry workflows, and lead management.
Built with scalability in mind, Instant Offices integrates real-time availability data from global office providers and surfaces curated results via a geospatial search engine enhanced with flexible filters and smart recommendations. For workspace operators, the platform serves as a lead-generation and listing management system, allowing real-time updates, reporting, and performance insights.
Through a human-centered redesign focused on usability, discoverability, and responsiveness, the new UX/UI system enhances conversion rates, reduces friction in the space-matching process, and aligns business goals across tenants, brokers, and providers within the dynamic real estate-as-a-service market.
My Role
Full-stack product design across UX, UI & Systems
Client, Date, Duration
The Instant Group, 12 months (2020)
Tools
Figma
Protopie
Sketch
Meet the people behind the problem
To design a solution that truly fits the needs of Instant Offices, I mapped out six core personas representing the key user roles across both internal stakeholders and external users. Each persona encounters unique challenges, goals, and emotional responses—ranging from efficiently connecting clients with the right workspace to navigating complex portfolio requirements or finding flexible short-term options. These Empathy Maps illuminated not only what users do but also what they feel, need, and struggle with, forming the emotional foundation of the product strategy.
Mapping user journeys to uncover where things break — and why.
To design a platform that truly meets user needs, I began by tracing the real-world workflows behind flexible office discovery. This meant stepping into the shoes of each stakeholder — from early-stage startup founders to global workspace brokers — and mapping how they search, compare, and secure workspaces.
These user journey maps revealed where expectations fall apart: clunky form-fills, vague pricing, excessive platform switching, and vanishing context across channels. These are the subtle yet critical drop-off points that prevent users from converting — and teams from delivering value.
Featured here: Emma Becker’s journey — a startup founder navigating a crowded landscape of office aggregators. This snapshot shows where traditional platforms break, and how purposeful UX design in Instant Offices helps turn friction into flow.
Information Architecture: Built for Clarity and Growth
The information architecture of Instant Offices was carefully designed to support scalability, cross-role usability, and efficient exploration of workspace listings. The system addresses the needs of a diverse set of users — including brokers, operators, corporate teams, and startup founders — each with distinct workflows and priorities.
Page structures are organized into a clear, intuitive hierarchy that reduces cognitive load and adapts to varying user goals. Navigation patterns were shaped to accommodate global scale, while maintaining consistent logic across tools, listing types, and enquiry flows. This foundation ensures that as the platform expands, the user experience remains fluid, coherent, and focused.
High-level sitemap showing core flows across primary user types and workspace discovery paths.
Visual Identity: Designing with Recognition and Relevance
The visual identity for Instant Offices was designed to capture the platform’s momentum, approachability, and professional clarity — helping users feel confident while navigating a wide range of workspace choices.
The palette centers around Vibrant Orange and Citrus Green — bold, optimistic tones that reflect movement, growth, and human connection. Paired with Cloud Gray, the system achieves balance: expressive yet grounded, energizing yet reliable. These colors aren’t just visual — they evoke action, guide focus, and signal intent.
To support key decision points, custom iconography was developed — including transport icons and distance indicators — integrated seamlessly into listings and map views. Typography, UI components, and layout follow the same philosophy: clean, purposeful, and highly legible. Together, they form a system that feels both global and personal, enabling fast-paced decisions without losing warmth or character.
Final UI Design: From Discovery to Action
The final UI for Instant Offices was designed to support a complete journey — from exploring workspaces to scheduling real-world viewings — with a clear, flexible interface that serves both first-time visitors and high-intent users.
Given that over 63% of users access the platform via mobile, mobile-first design was a priority. I built responsive layouts and custom filtering flows to ensure a smooth experience on smaller screens, reflecting core decision-making needs.
After search, users land on the listing page — where responsive workspace cards present all essential details: type, pricing, availability, and access to nearby transport. This allows users to compare options quickly, without diving into separate pages.
Each card includes large preview images, clear pricing, and context-rich details like distance to stations or airports. A single click opens a full description or allows the user to shortlist a space and book a viewing directly — streamlining the path from browsing to booking.
Responsive office listings page with search by city and country, filtering, map/list toggle, and actionable office cards with key info, pricing, and Quick Quote CTA.
Responsive office listing card showcasing key booking details, pricing, and photo gallery, with a clear CTA to arrange a viewing – optimized for mobile devices.
Booking pop-up interface enabling users to select preferred date and time for an office viewing – seamlessly integrated into the listing flow.
Selected screens from the customer experience — office discovery, enquiry submission, and account activity.