Improving cross-functional collaboration

Design ops
facilitation
Documentation
training
Userlane logo
problem
Inconsistent approach to design specification and lack of communication between designers and developers resulted in a final stage “UI dump”, where engineering struggled to understand the designed solutions.
  • Figma files without a set structure caused engineering to struggle identifying the final design.
  • Designers forgot to specify certain details, e.g. edge-cases or animations.
  • Designs and interaction spec were distributed across 2 or 3 platforms, resulting in additional effort, both for creation and consumption.
  • Engineering missed or misunderstood intended behaviour.
  • “Acceptance criteria” did not fulfill their role.
Process
I identified specific issues with design documentation and wider cross-functional collaboration. I then conducted a workshop where developer and design teams could discuss them as one group, to ensure their buy-in. We arrived at a number of improvement ideas.
  • Include developers earlier and throughout the design process for increased alignment.
  • Define a single source of truth for design specification, and follow the same patterns across squads.
  • Track design tickets for better status overview, and easier dev ticket creation.
Workshop artefact
what i achieved
I introduced multi-faceted improvements to design-engineering collaboration. This included more direct checkpoints between squad members, templates and standards for Figma handling, and guidelines for optimal Jira usage, for clearer async transparency.
Continuous alignment & clear handovers
Documents created to outline improved processes
  • Early-stage feasibility check-in and at least one team design review.
  • A required final handover where any remaining open questions could be addressed directly.
  • Provided designers with a checklist to ensure alignment on the definition of “Done”.
Structured & consistent Figma handling
Snapshots of Figma artefacts
  • Figma as the sole source of specification.
  • Defined specification best practices, e.g. how and when to include flows, state definition, or stickies with additional info.
  • Figma file template with a clear, set structure.
  • Figma training for engineering to ensure they move comfortably within the app.
Jira usage for increased transparency
Example correct Jira usage
  • Tickets for all design work, with clear descriptions and status.
  • Designers embedding Figma files in development tickets, removing the overhead of manual updates.
  • Removing the need for acceptance criteria - design spec is ultimate criterium.
  • Designers officially taking over reviews of implemented design from QAs.