Optimizing Design System Workflow: The Power of Component Creation Checklist
As a UX designer with five years of experience working across various design systems, I’ve seen firsthand how diverse teams and timelines can impact the development and implementation of design systems. From small teams of just two designers to larger groups of ten, every project has had its unique challenges. The key to smoothing out these challenges and ensuring a streamlined process lies in a component creation checklist system. Here’s why this approach can make a significant difference.
The Challenge of Design Systems
In my experience, the design system success journey varies greatly depending on team size, the prioritization of components, and the role the design system plays for current or future products. Whether dealing with a small startup or a large corporation, the constant influx of random tasks, requests from neighboring teams, and bug reports can disrupt the workflow. It’s easy for tasks to fall through the cracks, leading to inefficiencies and frustration. Designers can easily burn out, make mistakes, and express discontent. The collaboration between people who have lost motivation is a significant problem.
The Case for a Structured Workflow
One strategy I’ve consistently relied on is implementing a structured component creation check-in process. As someone who values order and predictability, I’ve found that a well-defined workflow helps manage tasks effectively and reduces the chaos that often comes with random requests and bug fixes. Here’s how this process benefits teams:
- Enhanced Visibility and Progress Tracking
By integrating check-ins into your workflow, you can track progress more transparently. Each component’s development can be monitored, allowing for real-time updates and visibility for both the team and management. This not only helps in keeping everyone informed but also boosts morale by showcasing tangible progress.
2. Improved Collaboration
A structured check-in process fosters better collaboration among designers, developers, writers, accessibility specialists, and other stakeholders. Clear milestones and checkpoints ensure that everyone is on the same page and can provide feedback at appropriate stages, reducing the likelihood of miscommunication and rework.
3. Increased Efficiency
With a defined process, tasks are less likely to get lost in the shuffle. Developers won’t have to deal with endless redesign requests, and designers can focus on creating without constant interruptions. This organized approach saves time and streamlines the overall process.
4. Reduce Overwhelming
This is the last but definitely not the least point! As we know, different teams use different tools — UX writers thrive in Google Sheets, designers create magic in Figma, project managers excel with Notion or Trello, and developers navigate between them all day, creating threads and direct messages, as well as writing follow-up emails to check the recent token updates. It can feel overwhelming at times.
While it’s great that everyone can work in their preferred tools, having a single source of truth for each team member is essential. Once you complete a task, update the checklist, add the link, showcase your progress, and keep your stakeholders in the loop. This way, we can all move forward together. Easy, right? Yes, all genius is simple.
Psychological Boost
From a psychological perspective, achieving and marking off milestones can be incredibly satisfying. It provides a visible representation of progress that motivates team members and enhances their sense of accomplishment. One important hormone activated in the body when we see progress in achieving goals is dopamine, often referred to as the “reward hormone.” It is released when you reach a goal, leading to feelings of pleasure and reinforcement for pursuing further objectives. Other hormones, such as endorphins and oxytocin, also play a role, though I won’t go into details now. The act of checking off tasks can foster a more positive and productive work environment.
Implementing Component Creation Checklist
To incorporate this into your design process, start by defining key stages for component development. For each stage, establish specific criteria that must be met before moving to the next phase. Schedule regular check-ins to review progress, address issues, and make necessary adjustments. This structured approach will not only keep the project on track but also contribute to a more harmonious and efficient workflow.
In conclusion, adopting a component creation check-in system can transform your design system process. By providing clarity, enhancing collaboration, and boosting team morale, you’ll create a smoother, faster, and more enjoyable experience for everyone involved. Give it a try, and watch how it positively impacts your design projects.
The check-ins may vary based on the team and company goals, as I mentioned before, but a few key elements should always be included:
- Check-in Mark:
Mark as done! (Optional: date completed)
Indicates completion status of the task. - Action Item:
Specific task or action that needs to be taken. - Category:
For example: research, exploration, documentation, validation, QA, design, redesign, accessibility (A11y), migration, and others.
Classifies the type of work being done. - Description:
Include a row for the description.
Provides details about the task or action item. - Exit Criteria:
Defines the conditions that must be met for the task to be considered complete. - Notes or Comments:
An additional section for any extra notes or comments.
Offers space for thoughts, observations, or important reminders. - Source of Truth/Link
Ensure there is a single source of truth that everyone can refer to for updates and progress.
Centralizes information to prevent miscommunication and ensure consistency. - Collaborators:
List of team members involved in the task or action item.
In the header of the checklist, you can add sections for the component name, designer name, developer name, progress percentage, due dates, and any other details depending on the team’s needs.
Keep In Touch!
While these strategies may seem straightforward, implementing them in a real-world environment can often be challenging.
As a designer who is passionate about both impactful design and process optimization, I firmly believe that every project can thrive with a structured approach. This passion extends beyond my work; it’s reflected in my daily life as well — being on time, planning meetings and vacations, following up, and keeping everything organized are all powerful habits.
I’m eager to share my strengths and help your team create check-ins tailored to your team’s and company’s needs. Let’s stay connected!
