Introducing a new way
to approach project briefs.
Project details
Role
Product designer
Duration
8 sprints
Tools
Miro, Sketch & Notion
Overview
The product team has been operating under immense pressure without a clearly defined structure. Recognizing this issue, the management team has come together to address and enhance the work-life of the entire team.
You may be wondering why a designer portfolio includes a section dedicated to something typically associated with product managers. Well, the reason is that the Design Project Documentation (DPD) is like a living organism that thrives on feedback from various stakeholders. The DPD is a problem that product management must work on.
The problem
My first encounter with a DPD was during my time working on Tienda Nube. Initially, the product owner (PO) and I created a simple document with a brief description of our tasks. As we progressed, this document evolved and expanded to capture the project's development.
Years passed, and I had the opportunity to participate in a more specific and efficient version of the DPD while working on a project for Cialfo.
The story begins three years ago, at a time when the product team was dealing with some level of disorganization. We were juggling multiple projects simultaneously without clear metrics and objectives, which resulted in anxiety, low self-esteem, and a lack of direction. To address these challenges, I sat down with the Chief Product Officer (CPO) to devise a solution. Like any problem, we started with research, thoroughly understanding our stakeholders, identifying pain points, and uncovering opportunities.
The process
We held meetings with several product owners, engineers, and designers to gather insights about the daily challenges they encountered in their projects and how they addressed them. A significant majority expressed a common concern: the lack of clear documentation outlining project status, step-by-step procedures, and the overall impact on the organization.
The solution
Empowered by this valuable data, we decided to start with the project process. We collaborated with the CPO, engineers, and PO to develop a flowchart that illustrates the ideal project workflow, including each step and associated processes. This flowchart was initially launched in Jira and later migrated to Airtable for improved accessibility and organization.
With the project workflow clearly defined, we continue developing the (DPD) as a living document. We began by benchmarking and analyzing how other companies were approaching similar challenges. This research helped us save time by learning from their experiences. Although Jira offered a simple template for this purpose, it did not provide the necessary autonomy. Therefore, we decided to create a draft and sought feedback from those who would be using it daily.
The feedback we received catalyzed the establishment of the core foundations of the DPD, but our work didn't stop there. We continued refining and enhancing it until we reached a more confident version.
Once ready, we officially launched the DPD with the product team. Initially, there was some skepticism due to the multiple sections that needed completion. While the team was overall satisfied, the feedback regarding the document's length motivated us to take further action.
After careful consideration of the feedback, we decided to categorize the DPD into sections, each with its helpful resources. Additionally, we illustrated how to effectively address problems, provide solutions, and incorporate metrics that impact both the business and the user. We also clarified which sections should be completed before the project kickoff and which could be addressed during the middle stages of the process.
Today, the DPD stands as an indispensable asset for every project. Through its use, we gain a thorough understanding of how each project influences specific metrics and identify areas where impact may be lacking. It has been a remarkable success. However, it's crucial to note that the document remains a living organism, persistently evolving and improving over time.
