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Welocity

An Ai solution to assist project management

and optimize task allocation in the workplace

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The Screens

Overview

Organized by YUJ Designs, UXplorer ’25 is an agentic AI hackathon that brings together creative thinkers to design human-centered, AI-integrated product ideas. Participants will tackle curated prompts and demonstrate how intelligent systems can elevate real-world user experiences.

The Challenge

How might intelligent agents support better planning, coordination, and execution in large-scale projects? Design agent-based solutions that can track dependencies, allocate resources, detect risks, and dynamically adjust timelines across fast-moving project environments.

Duration

1st to 3rd August, 48 Hours

The Team

Joel Abraham Thoppil and Bhuvana S

4th year Design Students at IITG

Insights & Understanding from the Prompt

The prompt pushed us to explore not only what Agentic AI can accomplish today, but how it must evolve to meaningfully support complex human collaboration. From this, several core insights emerged:

Complexity is a Human Problem

Delays rarely happen due to bad tools. They happen because people misunderstand, miscommunicate, or misjudge effort and dependencies.

AI Must Adapt to the Team, Not Replace Them

True collaboration is when intelligent systems learn from human behavior, workflows, emotions, and uncertainty rather than forcing rigid structure.

Project Management Needs Intelligence Beyond Checklists

Planning cannot remain static. Real projects shift week to week based on capacity, context, and unseen risks.

Invisible Frictions Are the Real Blockers

Teams struggle not just with workload but with mental strain, ambiguous tasks, interpersonal disconnects, and lack of clarity.

Our Process

Discover

Define

Ideate

Design

Literature Review

Competitor Study

Redefined Brief

Brainstorming

Prioritization

Visual Language

High Fidelity Screens

Agentic AI

Agentic AI refers to intelligent systems that can act autonomously toward a goal instead of waiting for users to give step-by-step instructions. These systems can:

Perceive what’s happening (context awareness)

Decide what needs to be done (goal-based reasoning)

Takes action proactively based on context

Reflect + improve through continuous learning

Why is it better?

Most AI systems today are reactive assistants. They wait for users to trigger actions through prompts, commands, or input data. Their intelligence is focused on analysis and output, not independent decision-making.

Processes information when asked

Provides recommendations or answers

Improves efficiency for individuals

Supports, but never initiates

Lets look at some data

82%

of companies

use work and project management software to drive organizational efficiencies.” Source: monday.com blog, 2025.

57%

of employees

report that the number of tools they use has increased compared to the previous year.

70%

of organizations

of organizations surveyed suffered at least one avoidable project failure in the past 12 months.

23%

of companies

of organizations use project management software.

According to the PwC Project Management Global Survey, Third Edition, the largest (32%) contributor to project failures is poor estimation during the planning phase.

Other leading contributors were unaligned team and lack of teamwork, Poor planning, an unrealistic schedule and unclear objectives and business goals.

Our Solution

Welocity

A desktop platform to transform how teams manage projects by using agentic AI systems to assist in execution.

Empowering individuals and teams to work smarter, stay aligned, and move faster toward their goals.

Why Large Projects Fail

Complexity & Interdependencies

Large projects aren’t just a bigger version of small ones. They’re webs of interlinked systems where one missed dependency can cause a chain reaction of delays. Traditional planning tools often fail to capture this nonlinearity.

Decision Latency

In complex setups, information moves slowly. By the time an issue surfaces, it’s often too late or too costly to fix. This delay in detection and decision-making becomes one of the biggest sources of overruns.

Communication Breakdowns

Cross-functional teams mean more coordination. When communication falters between design, engineering, and management priorities drift and the project loses direction.

Human Factors

Engagement, stress, and burnout play a huge role. When people are overloaded or disconnected, quality drops and errors multiply. Over time, this compounds into systemic failure.

What Works

Clear, Flexible Planning

Instead of locking into rigid timelines, successful projects plan for change. They build room for iteration, setbacks, and realignment without losing sight of goals.

Early Awareness

Small issues caught early save months later. Regular check-ins, honest updates, and visible progress tracking help teams respond before things spiral.

Shared Ownership

When teams feel genuine responsibility—not just for their piece, but for the project as a whole—collaboration improves and blockers get solved faster.

Open Communication

Transparency across teams keeps everyone on the same page. Simple rituals like shared dashboards or weekly syncs make coordination smoother than endless status mails.

Supporting People, Not Just Deadlines

Projects last longer than energy levels. Teams that prioritize wellbeing and healthy pace sustain better focus and creativity over time.

Popular Frameworks

Agile

Built on flexibility and feedback. Work is divided into smaller cycles called sprints, where teams plan, build, review, and adjust continuously. It’s less about strict plans and more about staying responsive as the project evolves.

Scrum

A practical take on Agile. Teams work in short bursts with defined roles like Product Owner and Scrum Master to maintain focus and accountability. Daily stand-ups keep everyone aligned on progress and roadblocks.

Kanban

Visualizes workflow using boards and cards. It helps teams see what’s being worked on, what’s blocked, and what’s done encouraging smoother task flow and limiting overload.

Hybrid Models

Many teams mix approaches using Agile for creative work and Waterfall for structured dependencies. These blends balance adaptability with predictability, especially in large organizations.

Tracing the Paths They Walk

Team member's daily work experience in current business environment

Task Assignment

Planning & Understanding

Development

Review & Testing

Completion & Handoff

Phases

Action

TOUCHPOINTS

Pain Points

Receive task

Ask clarifying questions

Break down task into subtasks

Research technical approach

Write code

Commit changes

Update task status

Address feedback

Fix bugs

Mark task complete

Notify PM/stakeholders

Priority conflicts b/w multiple projects

Limited visibility into overall project context

Frequent interruptions and context switching

Inconsistent review standards

No visibility into impact of completed work

because my best work happens when

I UNDERSTAND THE WHY, NOT JUST THE WHAT

Rahul Verma

Software Developer | B.Tech in Computer Science
3 years in software development
📍 Bengaluru, India

About

I'm a problem-solver who builds better solutions when I understand how my code impacts users. I thrive on learning new technologies and collaborating with designers and QA, but I need clear context and consistent priorities to do my best work.

Analytics

Code Activity

18 commits this week across 3 repos

Dependency Blockers

Waiting on 4 external dependencies

Focus Time

Only 3 uninterrupted hours daily

Skills & Tools

Development environments (VS Code, IntelliJ, GitHub)

Task tracking platforms (Jira, Linear, ClickUp)

Team collaboration tools (Slack, Figma, Confluence)

Pain Points

Unclear requirements

Tool overload and scattered task priorities

Limited visibility into overall project status

Communication gaps

because great projects don’t just happen, they’re

Planned, Tracked, and Delivered.

Priya Sharma

Project Manager | MBA | PMP Certified

8+ years in IT & Business Operations

📍 Pune, India · Contact info

About

I’m a detail-oriented project manager who loves turning complex plans into clear, actionable timelines. I focus on keeping teams aligned, budgets in check, and communication open so every project moves forward smoothly.

Analytics

Team Interactions

42 team syncs this month

Project Progress Visibility

65% of projects tracked in real time

Tool Switch Count

Uses 5 tools daily

Skills & Tools

Project management software (Jira, Asana, MS Project)

Communication tools (Slack, Teams, Email)

Risk & Resource Management

Pain Points

• Juggling multiple projects and shifting priorities

• Manual data entry and fragmented dashboards

• Difficulty gauging team morale remotely

• Managing last-minute changes and scope creep

Competitors

ClickUp

Unified workspace combining docs, tasks, and goals. Strong in automation and flexibility but complex to scale across teams.

Jira

Powerful for tracking issues, dependencies, and agile workflows. Excellent for technical teams, though rigid for creative or cross-domain collaboration.