bakery-ia/docs/jtbd-analysis-inventory-setup.md

JTBD Analysis: Bakery Inventory Setup After Onboarding

Date: 2025-11-06 Context: Post-onboarding manual data entry for "Mi Panadería" section Target User: Bakery owner or employee with limited time and basic computer skills

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🎯 PRIMARY FUNCTIONAL JOB

Main Job Statement

"When I've just registered my bakery system, I want to set up all my foundational data correctly and efficiently, so that the system can start helping me manage my operations and provide value immediately."

Job Story Format

• When: I complete the initial registration and onboarding wizard
• I want to: Add all my bakery's operational data (inventory, suppliers, recipes, quality standards)
• So I can: Start using the system to manage daily operations, track inventory, and get AI-powered insights
• Without: Getting overwhelmed, making errors, or spending hours figuring out what to do next

Success Criteria (from user's perspective)

• ✅ I know exactly what data I need to add and in what order
• ✅ I understand why each piece of data matters to my bakery
• ✅ I can complete the setup in one or two focused sessions
• ✅ The system validates my data and prevents mistakes
• ✅ I can see my progress and come back later if needed
• ✅ The system works correctly once I'm done (no missing critical data)

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💭 RELATED EMOTIONAL & SOCIAL JOBS

Emotional Jobs (How the user wants to feel)

1. "I want to feel confident"

   • That I'm doing this right the first time
   • That I won't break anything or lose data
   • That the system will guide me if I make a mistake

2. "I want to feel in control"

   • Of my time (can save and come back later)
   • Of the process (can skip optional items)
   • Of my data (can edit or undo if needed)

3. "I want to feel competent"

   • Not stupid or confused by technical jargon
   • Capable of managing my own business systems
   • Proud when I complete the setup

4. "I want to feel efficient"

   • Not wasting time figuring out what comes next
   • Making progress, not going in circles
   • Getting value from the system quickly

Social Jobs (How the user wants to be perceived)

1. "I want to be seen as a modern bakery owner"

   • Who adopts technology to improve operations
   • Who keeps accurate records and data

2. "I want my employees to see me as organized"

   • With clear standards and processes
   • Who provides them with good tools

3. "I don't want to appear incompetent"

   • To my staff if they see me struggling
   • To myself (internal self-image)

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🔄 SUB-JOBS & TASK BREAKDOWN

Phase 1: Understanding What's Needed

Job: "Help me understand what I need to set up and why"

Sub-jobs:

1. Learn what the system needs from me

   • What categories of data exist (inventory, suppliers, recipes, etc.)
   • Why each category matters to my operations
   • What's required vs. optional

2. Assess what information I have available

   • Do I have supplier contact information handy?
   • Do I have my recipe measurements documented?
   • Do I know my current inventory counts?

3. Plan my data entry approach

   • Should I do everything now or come back later?
   • What order makes sense?
   • Who else might need to help (e.g., chef for recipes)?

Phase 2: Setting Up Core Dependencies

Job: "Set up foundational data that other things depend on"

Sub-jobs:

1. Add my suppliers (dependency for inventory)

   • Who do I buy from?
   • How do I contact them?
   • What payment terms do we have?

2. Add inventory items/ingredients (dependency for recipes)

   • What raw materials do I use?
   • How do I measure them (kg, units, etc.)?
   • What do they cost?
   • When should I reorder?

3. Configure quality standards (dependency for production monitoring)

   • What quality checks do I perform?
   • At what stages of production?
   • What are acceptable ranges?

Phase 3: Setting Up Operational Data

Job: "Add the data that represents how I actually work"

Sub-jobs:

1. Create my recipes

   • What do I bake?
   • What ingredients go into each product?
   • How much of each ingredient?
   • What's the process?

2. Set up equipment/machinery

   • What equipment do I have?
   • When does it need maintenance?

3. Add my team members

   • Who works here?
   • What are their roles?
   • How do I contact them?

Phase 4: Verifying & Starting Operations

Job: "Make sure everything is correct before I rely on this system"

Sub-jobs:

1. Review what I've entered

   • Are all recipes complete?
   • Did I miss any key suppliers?
   • Are inventory levels accurate?

2. Test the system with real work

   • Can I create a production order?
   • Can I record a sale?
   • Does the inventory update correctly?

3. Get confirmation I'm ready to go

   • Is there anything critical missing?
   • What features are now available to me?

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⚖️ FORCES OF PROGRESS

Push Forces (Pushing user away from current state - not using the system)

1. Manual tracking is unreliable

   • Paper notes get lost
   • Excel sheets become outdated
   • Memory fails ("Did I order flour last week?")

2. Waste and inefficiency

   • Overordering leads to spoilage
   • Underordering leads to stockouts
   • No visibility into costs

3. Growth constraints

   • Can't scale without systems
   • Hiring requires documentation
   • Investors/partners expect professionalism

4. Competitive pressure

   • Other bakeries are modernizing
   • Customers expect consistency

Pull Forces (Pulling user toward the new system)

1. Automation promises

   • AI-powered demand forecasting
   • Automatic reorder suggestions
   • Real-time inventory tracking

2. Time savings

   • Less time counting inventory
   • Less time making production decisions
   • More time baking and serving customers

3. Better decision making

   • Data-driven insights
   • Cost analysis per recipe
   • Supplier performance tracking

4. Peace of mind

   • Always know what's in stock
   • Never run out of key ingredients
   • Quality standards documented

Anxiety Forces (Holding user back - against new system)

1. Fear of complexity

   • "This looks complicated"
   • "I'm not good with computers"
   • "What if I enter something wrong?"

2. Time pressure

   • "I don't have hours to sit and enter data"
   • "I need to be in the kitchen, not at a computer"
   • "What if I start and don't finish? Will it work partially?"

3. Uncertainty about requirements

   • "Do I need ALL my recipes in here?"
   • "What if I don't know the exact cost of an ingredient?"
   • "Can I skip things and add them later?"

4. Fear of mistakes

   • "What if I delete something important?"
   • "What if incorrect data messes up my inventory?"
   • "I don't want to start over if I get it wrong"

5. Investment fear

   • "Will I actually use all these features?"
   • "Is this worth the time to set up?"
   • "What if the system doesn't work for my bakery?"

Habit Forces (Keeping user in old ways)

1. Existing workflows are familiar

   • "I've always managed inventory by walking around and looking"
   • "I know my recipes by heart, don't need them written down"
   • "I just call my supplier when I need something"

2. Low-tech comfort

   • "Paper checklists have always worked"
   • "My notebook system is simpler"
   • "I prefer talking to people, not typing into a computer"

3. Team habits

   • "My staff is used to the old way"
   • "Training everyone on new software is a hassle"

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🚧 BARRIERS & PAIN POINTS (Current System)

Discovery Barriers

Problem: Users don't know what exists or where to start

• ❌ No post-onboarding guidance (wizard ends, user is on their own)
• ❌ No "Getting Started" checklist or dashboard
• ❌ No indication of what's required vs. optional
• ❌ No explanation of dependencies ("need ingredients before recipes")

Evidence from code:

• Onboarding wizard ends at CompletionStep (line 51, OnboardingWizard.tsx)
• No handoff to guided data entry
• User lands on dashboard with empty state and must explore sidebar

Cognitive Load Barriers

Problem: Too much to remember and figure out simultaneously

• ❌ Must remember to add ingredients before recipes (dependency not enforced or explained)
• ❌ Must learn different modal patterns for different entities
• ❌ Must understand bakery terminology + system terminology
• ❌ No contextual help or tooltips in forms

Evidence from code:

• CreateRecipeModal allows selecting ingredients (line 218) but doesn't prompt to add ingredients first if none exist
• Inconsistent field patterns across modals
• Only placeholder text for guidance

Navigation Barriers

Problem: Users get lost in the sidebar menu structure

• ❌ 10 menu items under "Mi Panadería" - overwhelming
• ❌ No indication of completion status (which sections are empty/done)
• ❌ No suggested order (user must guess)
• ❌ Must repeatedly open sidebar, navigate to section, click add button

Evidence from code:

Mi Panadería (10 subsections):
├── Ajustes, Proveedores, Inventario, Recetas, Pedidos,
└── Maquinaria, Quality Templates, Team, AI Models, Sustainability

All presented equally, no priority or grouping by setup phase

Validation & Error Barriers

Problem: Users make mistakes but only discover them later

• ❌ No pre-validation (only after submit)
• ❌ No cross-field validation (e.g., reorder_point should be > low_stock_threshold)
• ❌ No prevention of incomplete data (can save recipe with no ingredients in some flows)

Evidence from code:

• AddModal validation only on submit (handleSave, line 159-171)
• No real-time field validation shown
• Errors cleared on change but no proactive checking

Data Entry Efficiency Barriers

Problem: Repetitive, tedious work with no shortcuts

• ❌ No bulk import option for multiple ingredients
• ❌ No templates for common items ("French bread" recipe template)
• ❌ No copy/duplicate for similar recipes
• ❌ Must re-enter supplier info if same supplier provides multiple ingredients

Progress & Motivation Barriers

Problem: Users can't see progress and lose motivation

• ❌ No completion indicator ("3 of 5 critical sections complete")
• ❌ No celebration of milestones
• ❌ No "minimum viable setup" guidance ("Here's the bare minimum to get started")
• ❌ Can't easily resume if interrupted

Technical Barriers

Problem: System assumes too much technical proficiency

• ❌ Form fields use technical language (SKU, barcode, "reorder point")
• ❌ No plain-language explanations
• ❌ Dropdown options assume knowledge (e.g., MeasurementUnit enum)
• ❌ No examples or common values suggested

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🎯 UNMET NEEDS & OPPORTUNITIES

High Priority Unmet Needs

1. "Show me the path forward"

   • Need: Clear, step-by-step guidance on what to set up first
   • Opportunity: Post-onboarding wizard that continues into data entry
   • Success metric: 90% of users complete critical data setup

2. "Tell me if I'm doing it right"

   • Need: Real-time validation and helpful error messages
   • Opportunity: Progressive validation with contextual tips
   • Success metric: 50% reduction in data entry errors

3. "Don't make me think"

   • Need: Smart defaults, suggested values, autofill where possible
   • Opportunity: Templates, common recipes, supplier databases
   • Success metric: 40% faster data entry

4. "Let me do this in chunks"

   • Need: Save progress, resume later, skip optional sections
   • Opportunity: Progress tracking with clear save states
   • Success metric: 80% completion rate even with interruptions

5. "Help me understand dependencies"

   • Need: Know what I need before I can do something else
   • Opportunity: Guided flows that handle dependencies automatically
   • Success metric: Zero "missing dependency" errors

Medium Priority Unmet Needs

6. "Make it feel less overwhelming"

   • Need: Break down big tasks into small wins
   • Opportunity: Progressive disclosure, celebrate small completions
   • Success metric: User sentiment scores improve

7. "Speak my language"

   • Need: Plain language, bakery terminology, not software jargon
   • Opportunity: Context-aware help, glossary, examples
   • Success metric: Support tickets for "how do I" decrease

8. "Show me what's possible"

   • Need: Understand what value I'll get from each section
   • Opportunity: Preview of features unlocked by completing setup
   • Success metric: Increased feature adoption post-setup

Lower Priority (Nice to Have)

9. "Let me work my way"

   • Need: Flexibility in approach (top-down vs. bottom-up)
   • Opportunity: Multiple entry paths while maintaining guidance
   • Success metric: User control satisfaction

10. "Import my existing data"

    • Need: Bulk import from spreadsheets or previous systems
    • Opportunity: CSV/Excel import with mapping wizard
    • Success metric: Time to value reduced by 60%

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✅ JTBD VALIDATION CHECKLIST

Are the jobs goal-oriented (not solution-oriented)?

✅ Yes

• Main job: "set up all my foundational data correctly and efficiently"
• Not: "use a wizard" or "click through modals"
• Focused on desired outcome, not implementation

Are sub-jobs specific steps toward the main job?

✅ Yes

• Phase 1: Understanding → Phase 2: Dependencies → Phase 3: Operations → Phase 4: Verification
• Each sub-job is a necessary step in the progression
• Clear hierarchy and flow

Are emotional/social jobs captured?

✅ Yes

• Emotional: confidence, control, competence, efficiency
• Social: modern bakery owner, organized, not appearing incompetent
• These drive behavior as much as functional needs

Are user struggles and unmet needs listed?

✅ Yes

• Barriers section: 6 major categories with specific pain points
• Unmet needs: 10 prioritized opportunities
• Evidence-based (code analysis supports each claim)

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🎬 RECOMMENDED SOLUTION APPROACH

Based on this JTBD analysis, here's a high-level recommendation (not detailed implementation):

Core Concept: "Guided Bakery Setup Journey"

Transform the post-onboarding experience from scattered modals to a continuous, guided journey that:

1. Starts immediately after onboarding (Step 5 of wizard)
2. Groups related tasks (Dependencies → Operations → Quality)
3. Shows clear progress (visual indicator, percentage, milestones)
4. Allows flexibility (save/resume, skip optional, reorder)
5. Provides context (why this matters, what's next, examples)
6. Validates progressively (before moving on, not after errors)
7. Celebrates completion (milestones, "you're ready to bake!")

Phased Implementation

• Phase 1: Add progress tracking and "Setup Checklist" dashboard
• Phase 2: Convert critical paths (Suppliers → Inventory → Recipes) to guided wizards
• Phase 3: Add templates, smart defaults, bulk import
• Phase 4: Polish with animations, contextual help, advanced features

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📊 SUCCESS METRICS

Leading Indicators (During Setup)

• Setup completion rate: % of users who finish critical data entry
• Time to first value: Days from registration to first production order created
• Data quality score: % of records with complete, valid data
• Drop-off points: Where users abandon the setup process

Lagging Indicators (Post-Setup)

• Feature adoption: % of users actively using inventory, recipes, forecasting
• System reliance: Frequency of use (daily, weekly, monthly)
• User satisfaction: NPS, support tickets, sentiment analysis
• Business outcomes: Waste reduction, time saved, cost visibility

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🔄 NEXT STEPS

1. Validate with users: Interview 5-8 bakery owners to confirm jobs, forces, and barriers
2. Prioritize sub-jobs: Which jobs are most critical? Which provide quick wins?
3. Design prototype: Sketch out the guided journey (low-fidelity wireframes)
4. Test with users: Usability testing to refine approach
5. Implement incrementally: Start with highest-value, lowest-effort improvements

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Document Owner: Product & UX Team Review Date: To be scheduled after user validation Status: Draft for review