Workflow optimization within Figma

In our dynamic design process, product designers work with PMs, developers, and content designers to orchestrate end-to-end processes. Here, the Figma file stands as the center, facilitating clear communication including:

Apart from grooming sessions and major meeting updates, we heavily rely on Figma files to self-explain the process. Therefore, ensuring the file structure and communication are clear and effective is crucial.

• Project version control: For designers & PM's to track version updates, comments & records
• Project scope: Compare new design with production version
• Project status: Whether it is ready for development or not

After observing our day-to-day processes, I noticed several FAQs in every group chat, inquiring about the latest design versions and content keys. Additionally, I identified several human errors as outlined below:

Therefore, I started by studying file management practices at various tech companies and discovered that a well-organized structure that onboards every stakeholder should adhere to the following principles:

1. Consistency: Minimizing redundant information delivery at the inception of each new project.
2. Scalability: A structure that can adapt seamlessly from large to medium to small projects.
3. Collaborative: Enabling not just designers to craft designs but also involving content creators, project managers, and developers in the co-creation process.

*I distinctly recall an article by Deliveroo that treated internal practices as a product worthy of research and study. Kudos to the designers at Deliveroo for their insightful work https://medium.com/deliveroo-design/wheres-that-file-how-we-use-figma-covers-to-communicate-efficiently-across-teams-at-deliveroo-fe16c7c165.

In the end, I presented a proposal to my manager at OKX, outlining several significant updates and offering implementation tips. Moreover, I conducted mini briefing sessions with my team to ensure the proper implementation of these practices.

After a few weeks of trial implementation, we received positive feedback from the team, which fostered a more collaborative and efficient process.

However, our journey doesn't end here. Given the dynamic nature of our team, I believe that moving forward, designers should remain vigilant about overall team practices to ensure that our file management system remains robust and doesn't hinder efficiency.