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The Ultimate AI Workflow for Designers (Research → Case Study → Prototype)

Reduce workflow time by 30–50% with AI integration. Learn the complete 7-stage AI-augmented UX framework—Research, Problem Framing, Ideation, IA, Design, Testing, Case Study. Includes real project example, tool recommendations, prompt templates, and how to build your own AI playbook.

Simanta Parida
Simanta ParidaProduct Designer at Siemens
21 min read
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The Ultimate AI Workflow for Designers (Research → Case Study → Prototype)

Most designers use AI only for prompts or inspiration.

They ask ChatGPT to generate ideas, create a few images in Midjourney, maybe draft some copy — then go back to their traditional workflow.

But here's what they're missing: AI can accelerate every single stage of the UX process — from research to wireframing to writing case studies.

You can reduce your workflow time by 30–50% with the right AI-driven setup.

The problem? No one shows you how to actually integrate AI into your entire workflow — step by step, tool by tool, prompt by prompt.

This post solves that.

I'll show you the complete, end-to-end AI-augmented UX workflow I use to design faster, document better, and deliver higher-quality work.

You'll learn:

  • What an AI-integrated UX workflow looks like
  • The 7-stage AI workflow framework (Research → Discovery → Strategy → IA → Design → Testing → Case Study)
  • Exactly which tools to use at each stage
  • Real example: Redesigning a technician job flow with AI at every step
  • How to build your own custom AI playbook
  • Common mistakes designers make (and how to avoid them)
  • Time savings and output improvements you can expect
  • The future of AI workflows for designers

Let's dive in.


What an AI-Integrated UX Workflow Looks Like

Traditional UX workflow:

  • Linear (one step at a time)
  • Manual (lots of repetitive work)
  • Slow (hours spent on research synthesis, documentation, etc.)

AI-augmented UX workflow:

  • Accelerated (AI speeds up every stage)
  • Parallel (AI handles multiple tasks simultaneously)
  • Automated (AI eliminates repetitive work)

How AI Acts in Your Workflow

Think of AI as your design co-pilot that takes on multiple roles:

1. Research Assistant

  • Generates interview questions
  • Transcribes and summarizes sessions
  • Extracts insights from raw data
  • Identifies patterns across users

2. Strategy Partner

  • Helps frame problems clearly
  • Generates hypotheses
  • Proposes success metrics
  • Maps assumptions

3. Flow Generator

  • Creates user journey variations
  • Proposes task flows
  • Suggests IA structures
  • Generates wireframe concepts

4. UX Writer

  • Drafts microcopy (buttons, errors, empty states)
  • Writes onboarding flows
  • Creates case study narratives
  • Polishes portfolio descriptions

5. Testing Helper

  • Creates usability test plans
  • Simulates user personas
  • Summarizes test results
  • Identifies problem patterns

6. Documentation Engine

  • Generates design rationale
  • Creates handoff documentation
  • Writes case studies
  • Produces project summaries

The shift:

From doing everything manuallyorchestrating AI to accelerate your work


The 7-Stage AI Workflow for UX Designers

Here's the complete framework I use to integrate AI into every stage of UX design:

Stage 1 — Research & Discovery (AI-Accelerated)

What AI helps with:

1. Planning User Interviews

Prompt:

"I'm designing a mobile app for field technicians. Generate a UX research plan covering:

  • Research goals
  • User personas to interview
  • Key questions to ask
  • Methods (interviews, shadowing, surveys)"

AI output: Structured research plan in 2 minutes.


2. Generating Research Questions

Prompt:

"Generate 15 interview questions for field technicians to understand their pain points with current work order management systems."

AI output: Open-ended, non-leading questions ready to use.


3. Analyzing Transcripts

Upload interview transcripts to AI.

Prompt:

"Summarize these 5 interview transcripts. Extract:

  • Top 5 pain points
  • Top 5 user needs
  • Key quotes
  • Patterns across users"

AI output: Structured summary in 5 minutes instead of 2 hours.


4. Extracting Insights from Raw Text

Prompt:

"Cluster these 50 user quotes into themes. Label each cluster."

AI output: Thematic groupings (e.g., "navigation issues," "time pressure," "offline challenges").


5. Summarizing Competitor Analysis

Prompt:

"I analyzed 5 competitor apps. Here are my notes [paste notes]. Summarize:

  • Common patterns
  • Gaps
  • Differentiation opportunities"

AI output: Concise competitive landscape summary.


6. Synthesizing Large Amounts of Data

AI processes hundreds of pages of notes, feedback, and research data in minutes.


Tools for Research:

  • ChatGPT / Claude (synthesis, insights)
  • Otter.ai / Fathom (transcription)
  • Notion AI (documentation)

Output from Stage 1:

  • Research report
  • Insight clusters
  • User personas
  • "How Might We" questions

Time saved: 60–70% on research synthesis


Stage 2 — Problem Framing & Strategy

What AI helps with:

1. Turning Insights into Problem Statements

Prompt:

"Based on these user insights [paste insights], generate 3 problem statements using the format: [User] needs [need] because [insight]."

AI output:

  • Field technicians need faster access to SOPs because they waste 20 minutes per job searching for procedures.
  • Supervisors need better visibility into job status because they can't prioritize effectively.

2. Identifying Root Causes

Prompt:

"Analyze this problem: [describe problem]. What are the likely root causes?"

AI output: List of potential root causes with reasoning.


3. Crafting Hypotheses

Prompt:

"Turn this problem statement into 3 testable hypotheses."

AI output:

  • If we provide SOPs in under 10 seconds, technicians will complete jobs 15% faster.
  • If we add context-aware SOP suggestions, technicians will need to search 50% less.

4. Structuring the Design Approach

Prompt:

"I need to solve this problem: [problem]. Suggest a design approach covering:

  • Key design principles
  • Success metrics
  • Constraints to consider"

AI output: Strategic framework for the project.


Tools for Problem Framing:

  • ChatGPT / Claude
  • Notion AI

Output from Stage 2:

  • POV (Point of View) statements
  • Problem definition
  • Assumptions map
  • Success metrics

Time saved: 50% on strategic planning


Stage 3 — Ideation & Concept Development

What AI helps with:

1. Generating 10–20 Idea Variations

Prompt:

"I'm designing a mobile app for field technicians. Suggest 10 design directions that solve this problem: [problem statement]."

AI output:

  • Voice-first interface
  • Context-aware SOP suggestions
  • Offline-first app
  • AR-guided troubleshooting
  • Conversational AI assistant
  • (+ 5 more)

2. Creating Task Flows

Prompt:

"Create a user flow diagram for this scenario: A technician receives a job, travels to the site, troubleshoots the issue, logs the resolution, and marks the job complete."

AI output: Step-by-step flow with decision points.


3. Improving User Journeys

Prompt:

"Analyze this user journey [paste journey]. Suggest 5 improvements to reduce friction."

AI output: Specific recommendations with reasoning.


4. Generating Alternative Design Concepts

Prompt:

"I'm designing a dashboard for plant supervisors. Suggest 3 alternative layouts for displaying alerts, KPIs, and job lists."

AI output: Descriptions of 3 layout options.


5. Creating User Scenarios

Prompt:

"Create a user scenario for a field technician using an AI assistant to troubleshoot a broken pump."

AI output: Detailed narrative.


Tools for Ideation:

  • Figma AI
  • Whimsical AI
  • FigJam AI
  • ChatGPT / Claude

Output from Stage 3:

  • User flows
  • Mind maps
  • High-level concepts
  • Alternative approaches

Time saved: 40% on ideation


Stage 4 — Information Architecture & Wireframing

What AI helps with:

1. Generating IA Structures

Prompt:

"Create a site map for an e-commerce app with these sections: Home, Products, Cart, Profile, Support."

AI output: Hierarchical structure.


2. Proposing Menu Layouts

Prompt:

"Suggest 3 navigation structures for a B2B SaaS dashboard with 15+ features."

AI output: 3 organizational approaches.


3. Creating Sitemap Variants

Prompt:

"I have 20 features. Group them into logical categories for the navigation menu."

AI output: Categorized feature groups.


4. Generating Low-Fidelity Wireframes

Use tools like Uizard to:

  • Upload hand-drawn sketches → AI converts to digital wireframes
  • Describe screens in text → AI generates mockups

5. Auto-Layout Suggestions (Figma AI)

Figma AI helps with:

  • Component generation
  • Layout optimization
  • Smart spacing and alignment

Tools for IA & Wireframing:

  • Figma AI
  • Uizard
  • Diagram (flowcharts)
  • Magician (Figma plugin)

Output from Stage 4:

  • Information architecture map
  • Low-fidelity wireframes
  • Flow diagrams
  • Navigation structures

Time saved: 30–40% on IA and wireframing


Stage 5 — UI Design & UX Writing (AI-Enhanced)

What AI helps with:

1. Writing Microcopy

Button labels:

"Suggest 5 button labels for a 'submit form' action. Tone: friendly and action-oriented."

Error messages:

"Write an error message for when a user enters an invalid email address. Tone: helpful, non-judgmental."

Empty states:

"Write copy for an empty state when a user has no saved items. Tone: encouraging."

Onboarding flows:

"Write 3 onboarding tooltips to guide new users through setting up their profile."


2. Creating Onboarding Flows

Prompt:

"Design a 3-step onboarding flow for a mobile app. Each step should introduce one key feature."

AI output: Flow structure with copy for each step.


3. Naming Labels or Sections

Prompt:

"Suggest 5 names for a feature that lets users save items for later."

AI output:

  • Saved Items
  • My Collection
  • Favorites
  • Bookmarks
  • Saved for Later

4. Improving Form Usability

Prompt:

"Analyze this form [describe form]. Suggest improvements to reduce friction."

AI output: Specific recommendations (reduce fields, add autofill, improve error handling, etc.).


5. Generating UI Descriptions

For design handoff.

Prompt:

"Write a description of this UI component for developers: [describe component]."

AI output: Clear, technical description.


Tools for UI & Writing:

  • ChatGPT / Claude
  • Jasper AI
  • Grammarly GO
  • Magician (Figma plugin)

Output from Stage 5:

  • UI copy (buttons, errors, labels, onboarding)
  • Polished user flows
  • Consistent tone across interface
  • Design descriptions for handoff

Time saved: 60–80% on copywriting


Stage 6 — Usability Testing & Iteration

What AI helps with:

1. Creating Usability Test Scripts

Prompt:

"Create a usability test plan for testing a mobile app with field technicians. Include:

  • Test objectives
  • Tasks
  • Success criteria
  • Questions to ask"

AI output: Structured test plan.


2. Simulating User Personas

Prompt:

"Act as a field technician with 5 years of experience. Evaluate this design [describe or attach screenshot]. What's confusing? What works well?"

AI output: Feedback from that persona's perspective.


3. Summarizing Test Results

Upload usability test recordings or transcripts.

Prompt:

"Summarize this usability test recording. Extract:

  • Tasks users struggled with
  • Positive feedback
  • Suggested improvements"

AI output: Structured summary.


4. Identifying Problem Patterns

Prompt:

"I ran 5 usability tests. Here are the findings [paste findings]. What are the common patterns?"

AI output: Thematic analysis of issues.


5. Suggesting Design Improvements

Prompt:

"Based on these usability test findings [paste findings], suggest 5 design improvements."

AI output: Actionable recommendations.


Tools for Testing:

  • Maze AI
  • UseBerry AI
  • ChatGPT / Claude (for test plans and analysis)
  • Otter.ai (transcribe test sessions)

Output from Stage 6:

  • Usability test report
  • UX findings and patterns
  • Revised designs
  • Iteration priorities

Time saved: 50–60% on test analysis


Stage 7 — Case Study & Portfolio Writing (AI-Driven)

This is where most designers struggle. AI makes it easy.

What AI helps with:

1. Structuring Case Studies

Prompt:

"Create an outline for a UX case study covering: problem, research, ideation, design, testing, impact."

AI output: Structured outline.


2. Summarizing Design Decisions

Prompt:

"Summarize this design decision in 3 variations: one for a case study, one for a LinkedIn post, one for a portfolio description."

AI output: 3 polished summaries.


3. Refining Storytelling

Prompt:

"Rewrite this case study intro to be more engaging and concise: [paste intro]."

AI output: Polished version.


4. Creating Impact Statements

Prompt:

"Turn these metrics into impactful statements:

  • Task completion time reduced from 8 minutes to 3 minutes
  • User satisfaction increased from 60% to 85%
  • Support tickets reduced by 40%"

AI output:

  • Reduced task completion time by 62% (8 min → 3 min)
  • Boosted user satisfaction by 42% (60% → 85%)
  • Cut support tickets by 40%

5. Generating Headlines

Prompt:

"Generate 5 headline options for this case study about redesigning a field service app."

AI output:

  • Redesigning Field Service for 10,000+ Technicians
  • How We Reduced Job Completion Time by 30%
  • From Clunky to Streamlined: A Field Service UX Transformation
  • (+ 2 more)

6. Editing for Clarity

Prompt:

"Edit this paragraph for clarity and conciseness: [paste paragraph]."

AI output: Polished, concise version.


Prompt for full case study:

"Write a UX case study using the STAR format (Situation, Task, Action, Result) based on these notes: [paste project notes]."

AI output: Complete case study draft.


Tools for Case Studies:

  • ChatGPT / Claude
  • Jasper AI
  • Grammarly GO

Output from Stage 7:

  • Interview-ready case study
  • Portfolio entry
  • LinkedIn breakdown post
  • Project summary for resume

Time saved: 70–90% on case study writing


The Full Workflow — Step-by-Step Example

Let's see how this works in practice.

Project: Redesigning a Technician Job Completion Flow


Stage 1: Research

AI Task: Generate interview questions

Prompt:

"Generate 15 interview questions for field technicians to understand their pain points with current job completion workflows."

AI Output: 15 questions ready to use.


AI Task: Analyze technician interviews

Upload 5 interview transcripts.

Prompt:

"Summarize these interviews. Extract top 5 pain points, user needs, and key quotes."

AI Output:

Pain Points:

  1. Job completion forms take 10+ minutes
  2. No offline support
  3. Hard to find SOPs
  4. Too many required fields
  5. Photos upload slowly

User Needs:

  • Faster data entry
  • Offline functionality
  • Quick SOP access
  • Fewer form fields
  • Reliable photo uploads

Stage 2: Problem Framing

AI Task: Create problem statements

Prompt:

"Based on these pain points [paste], generate 3 problem statements."

AI Output:

  • Technicians need faster job completion because they waste 10 minutes per job on forms.
  • Technicians need offline support because they often work in areas without internet.
  • Technicians need quick SOP access because they spend 20 minutes searching for procedures.

Stage 3: Ideation

AI Task: Generate flow concepts

Prompt:

"Suggest 5 ways to reduce job completion time from 10 minutes to under 3 minutes."

AI Output:

  1. Autofill fields based on job type and asset
  2. Voice-to-text for notes
  3. Reduce required fields from 15 to 5
  4. Pre-load offline data
  5. Quick photo capture with compression

Stage 4: IA & Wireframing

AI Task: Create user flow

Prompt:

"Create a streamlined user flow for job completion with these steps: scan asset QR, confirm job details, add notes, upload photos, submit."

AI Output: Flow diagram with decision points.


AI Task: Generate wireframe

Use Uizard to sketch rough wireframe → AI converts to digital mockup.


Stage 5: UI & Writing

AI Task: Write microcopy

Prompts:

  • "Write a success message for when a job is completed. Tone: friendly, encouraging."
  • "Write error message for failed photo upload. Tone: helpful."
  • "Suggest 3 button labels for 'submit job.'"

AI Output:

  • Success: "Job completed! Great work. 🎉"
  • Error: "Photo upload failed. Check your connection and try again."
  • Button: "Complete Job," "Submit," "Finish & Close"

Stage 6: Testing

AI Task: Create test plan

Prompt:

"Create a usability test plan for testing the new job completion flow with 5 technicians."

AI Output: Test objectives, tasks, success criteria, questions.


AI Task: Simulate user

Prompt:

"Act as a field technician. Evaluate this flow [describe flow]. What's confusing?"

AI Output: Feedback from technician perspective.


Stage 7: Case Study

AI Task: Write case study

Prompt:

"Write a case study for this project using STAR format. Here are my notes: [paste notes about problem, research, solution, impact]."

AI Output: Complete case study draft including:

  • Situation: Technicians wasted 10 min/job on forms
  • Task: Reduce completion time to under 3 minutes
  • Action: Autofill, voice input, reduced fields, offline support
  • Result: 70% faster (10 min → 3 min), 85% user satisfaction

Total time for this workflow:

StageTraditional TimeWith AITime Saved
Research12 hours4 hours67%
Problem Framing3 hours1 hour67%
Ideation6 hours3 hours50%
IA & Wireframing8 hours5 hours38%
UI & Writing10 hours3 hours70%
Testing8 hours4 hours50%
Case Study6 hours1 hour83%
Total53 hours21 hours60%

AI saved 32 hours on this project.


Tools You Need for This Workflow

Here's your complete AI toolkit:

Core Tools (Essential)

ToolUse Case
ChatGPT or ClaudeResearch, strategy, ideation, writing
Figma AIWireframing, design, auto-layout
Notion AIDocumentation, notes, organization

These 3 tools cover 80% of your AI workflow needs.


Support Tools (High Value)

ToolUse Case
Otter.aiInterview transcription
FigJam AIBrainstorming, diagrams
WhimsicalFlowcharts, mind maps
Magician (Figma)Icons, copy, images

Optional Tools (Nice to Have)

ToolUse Case
Maze AIUsability testing, reports
Jasper AILong-form writing, case studies
MidjourneyVisual exploration, moodboards
RunwayPrototyping animations

Start with Core → Add Support → Experiment with Optional


Designing Your AI Playbook (Your Custom System)

Here's how to create your own repeatable AI workflow system:

Step 1: Define Your Design Phases

Map your typical UX process:

  1. Research
  2. Problem framing
  3. Ideation
  4. IA & wireframing
  5. Prototyping
  6. Testing
  7. Documentation

Step 2: Assign AI Tools to Each Phase

PhasePrimary ToolBackup Tool
ResearchChatGPT + Otter.aiClaude
Problem FramingChatGPTClaude
IdeationWhimsical + ChatGPTFigJam AI
IA & WireframingFigma AI + UizardDiagram
PrototypingFigma AIMagician
TestingMaze + ChatGPTUseBerry
DocumentationChatGPT + JasperNotion AI

Step 3: Create Prompt Templates

Build a prompt library for common tasks.

Examples:

Research:

  • "Summarize these interview transcripts: [paste]"
  • "Extract top 5 pain points from this data: [paste]"

Ideation:

  • "Generate 10 design directions for [problem]"
  • "Suggest 5 improvements to this flow: [describe]"

Writing:

  • "Write 5 button labels for [action]. Tone: [tone]"
  • "Write error message for [scenario]. Tone: helpful"

Testing:

  • "Create usability test plan for [feature]"
  • "Act as [persona]. Evaluate this design: [describe]"

Store these in Notion, Airtable, or a text file.


Step 4: Save Workflows in Notion

Create a project template in Notion with:

  • AI prompts for each stage
  • Tool links
  • Checklist of AI-assisted tasks
  • Output templates

Duplicate this template for every new project.


Step 5: Review & Optimize Every Month

Track:

  • Time saved per project
  • AI tools used most often
  • Prompts that worked best
  • Areas needing improvement

Optimize:

  • Remove tools you don't use
  • Refine prompts based on results
  • Add new tools as they emerge

Result: A personalized, repeatable AI workflow system that saves 30–50% of your time.


Mistakes Designers Make When Using AI in Their Workflow

Here are common pitfalls to avoid:

Mistake 1: Using AI Too Late in the Process

Problem: Only using AI for final documentation or case studies.

Fix: Integrate AI from day 1 — starting with research planning.


Mistake 2: Relying on AI for Creativity

Problem: Expecting AI to be creative for you.

Fix: Use AI to generate options (quantity). You filter and refine (quality).


Mistake 3: Using AI Outputs Blindly

Problem: Copy-pasting AI responses without critical review.

Fix: AI generates drafts. Always refine, fact-check, and customize.


Mistake 4: Creating Low-Quality Generic Work

Problem: Generic prompts → generic outputs.

Fix: Provide context in every prompt:

  • User persona
  • Project goals
  • Constraints
  • Tone

Bad prompt:

"Design a dashboard."

Good prompt:

"Design a dashboard for plant supervisors managing 50+ assets. Must show: alerts, KPIs, job status. Constraints: mobile-first, offline-capable."


Mistake 5: Forgetting User Validation

Problem: Trusting AI-generated solutions without testing with real users.

Fix: Always validate AI outputs with user research and testing.


Mistake 6: Using Too Many Tools

Problem: Trying 20 different AI tools at once.

Fix: Start with 3–5 core tools. Master them before adding more.


Mistake 7: Not Keeping a Prompt Library

Problem: Rewriting the same prompts over and over.

Fix: Save successful prompts in a library. Reuse and refine them.


How AI Reduces Time & Increases Output

Here's the measurable impact of AI on your workflow:

Time Savings by Stage

Workflow StageTime Saved
Research synthesis60–70%
Problem framing50–60%
Ideation40–50%
IA & Wireframing30–40%
UI copywriting60–80%
Testing analysis50–60%
Case study writing70–90%
Overall40–60%

Output Boost

More concepts:

  • Traditional: 3–5 design concepts per project
  • With AI: 10–20 concepts per project

Better documentation:

  • Traditional: Basic project notes
  • With AI: Complete case studies, design rationale, handoff docs

Faster iteration cycles:

  • Traditional: 1–2 iterations per week
  • With AI: 3–5 iterations per week

Real Example

Traditional 2-week sprint:

  • Research: 3 days
  • Design: 5 days
  • Testing: 2 days
  • Documentation: 2 days
  • Total: 10 working days

AI-augmented sprint:

  • Research: 1 day (AI synthesis)
  • Design: 3 days (AI wireframes + copy)
  • Testing: 1 day (AI test plans + analysis)
  • Documentation: 0.5 days (AI case study)
  • Total: 5.5 working days

Result: 45% faster sprint


The Future of AI Workflows for Designers

Here's where AI workflows are heading:

1. Multi-Agent Design Assistants

Instead of one AI, multiple specialized agents collaborate:

  • Research agent (gathers insights)
  • Strategy agent (frames problems)
  • Design agent (generates flows)
  • Writing agent (creates copy)
  • QA agent (checks consistency)

Designers orchestrate agents instead of executing tasks.


2. Auto-Generating Prototypes

AI will generate interactive prototypes from descriptions.

Example:

"Create a prototype for a mobile checkout flow with: product selection, shipping info, payment, confirmation."

AI generates working prototype in Figma.


3. End-to-End Project Automation

AI handles entire workflows autonomously:

  1. Research synthesis
  2. Problem framing
  3. Flow generation
  4. Wireframing
  5. Copywriting
  6. Test plan creation
  7. Case study drafting

Humans review and refine at each stage.


4. Voice-Based Design Commands

Designers use voice to direct AI:

  • "Create a user flow for checkout"
  • "Generate 5 layout variations"
  • "Write error messages for this form"

No typing required.


5. Human-in-Charge Design Systems

AI suggests. Humans approve. System learns.

Result: Faster work without losing design control.


Designers will become:

  • Decision makers (choose best AI-generated options)
  • Orchestrators (direct AI agents)
  • Strategists (focus on high-level thinking)

Not pixel pushers or documentation writers.


Final Thoughts

AI doesn't eliminate UX design — it enhances it.

A strong AI workflow makes you 10× faster and more effective.

You spend less time on:

  • Manual research synthesis
  • Repetitive wireframing
  • Copywriting
  • Documentation

You spend more time on:

  • Strategic thinking
  • User empathy
  • Creative decisions
  • High-value design work

Key takeaways:

  1. Integrate AI into every stage — from research to case studies. Don't use it just for final documentation.

  2. Use the 7-stage framework: Research → Problem Framing → Ideation → IA → Design → Testing → Case Study.

  3. Start with 3 core tools: ChatGPT/Claude, Figma AI, Notion AI. Add more gradually.

  4. Build a prompt library. Save successful prompts for reuse.

  5. Create your AI playbook. Map your workflow, assign tools to each stage, build templates.

  6. Avoid common mistakes: Don't use AI too late, don't rely on it for creativity, don't use outputs blindly, always validate with users.

  7. Measure impact: Track time saved, output improvements, iteration speed.

The future belongs to designers who master AI workflows.

Start building yours today.


Want a Notion template for this AI workflow? Check out my other articles on AI + UX, design tools, conversational UX, and enterprise design systems.

Let's design faster, smarter, and better — with AI as your co-pilot.

Simanta Parida

About the Author

Simanta Parida is a Product Designer at Siemens, Bengaluru, specializing in enterprise UX and B2B product design. With a background as an entrepreneur, he brings a unique perspective to designing intuitive tools for complex workflows.

Connect on LinkedIn →

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