Required steps ahead of engaging in Figma

What is the purpose of buy-in?

I know you want to jump into Figma and start designing, but hold on a moment. Without involving stakeholders early, you'll suffer later. Imagine endless edits, missing deadlines, and complaining team members. Not great, right? Time spent getting everybody on board now will save you more time than you'll waste fixing problems later.

The result of omitting stakeholder input

Picture this: you create an awesome design only to have your superiors say it looks different than what they had in mind. Or worse, you create something that looks good but doesn't address the main issues. Getting early buy-in increases your chances of designing something that will actually get implemented and make a difference.

Identifying key stakeholders

First, recognize who the stakeholders are. They might be team members, product managers, department heads, developers, marketing teams, or even end users. Group them into primary stakeholders (directly affected by the design) and secondary stakeholders (indirectly involved). This helps you plan your interaction with each group more efficiently.

Mapping stakeholder influence

Next, understand and document stakeholder influence levels on the project. Create a stakeholder matrix to classify their involvement and assess how often you should engage with them. This helps you manage expectations and ensure everyone's concerns are addressed.

Engaging stakeholders early

Start communicating with stakeholders as early as possible. Building good relationships is necessary for project success. Align expectations based on what they face in their jobs. Keep them in the loop as you work. Early interaction creates trust and ensures you understand their problems. It also brings transparency about how you can execute your work.

Diagnosing system problems with stakeholders

Don't forget to do stakeholder workshops when diagnosing system problems - or designing the system. The solution needs to solve the problems. This is where everyone diagnoses current problems, agrees on which problems are causing the most pain, and generally agrees on various issues that need to be resolved before any design work. If the problem is wrong, no design intervention will solve it.

Structuring effective workshops

An effective workshop needs a clear aim, to be strategic, to allow ideas to be generated, and to provide direction. Make sure you create space and allow everyone to talk about their concerns. This makes everyone understand where everyone else is before moving on.

Prioritising system problems

You won't be able to fix all the problems - some need a different plan. Focus on those that affect user experience the most and have the highest impact. Tackle the more critical problems first, with a strategy for how they'll fit into the larger plan. Once you agree, everyone will be aligned.

What is a seed system?

I recommend establishing a seed system before diving into Figma. A seed system is a foundational framework for your design. It encompasses the essential components of your design in a flexible and scalable structure that can evolve as you progress. It ensures consistency in all aspects of design.

Designing the core elements of the seed system

The seed system will rest on underlying principles of UI components, design patterns, and style. By establishing these early on, everyone involved will be on the same page about the visual aspects and functionality of the design. The core components should be user-centered, distinct, and flexible so they scale readily and can be incorporated into future design.

Prototyping and testing the seed system

After creating the first draft of the seed system, prototype and test it before full adoption. Prototyping helps validate the system's components and allows you to gather feedback from users. Using insights from user tests, you can confirm which components work or identify what needs improvement before full engagement with design in Figma.

Presenting the seed system to stakeholders

Now that you've completed your seed system, it's time to share it with stakeholders for agreement. Use compelling presentation techniques that show how the system addresses the issues you identified. Address stakeholder feedback and revise accordingly so stakeholders are comfortable agreeing.

Transitioning from the seed system to Figma

Once you have stakeholder agreement, it's time to transition to Figma. Create the Figma workspace to match the seed system, with all the design elements and patterns. While stakeholder agreement is important, team alignment is just as important - you want the team to have full context of the original seed system and how it will be reflected in the final product.

Avoiding pitfalls in Figma

Even with a strong platform, there are pitfalls to watch for when transitioning to Figma. Be careful of scope creep, stakeholder requests, and team misalignment that can cause problems. Stay on course toward the principles of the initial seed system - it provides an essential anchor point to keep your design within context. Be sure that each time you think of changing or enhancing part of the design, the change is discussed with stakeholders before adjusting.

What is the impact of stakeholders not being on the same page when starting in Figma?

When stakeholders aren't aligned, it results in design modifications and disagreements along the way, wasting time and possibly requiring redesigns because priorities and objectives weren't clearly outlined.

How much time should the buy-in process take?

The time needed depends on the complexity of the project and the number of stakeholders involved. However, time spent on buy-in saves tremendous time by minimizing redesigns.

What are some of the best tools for stakeholder workshops?

For virtual workshops, FigJam, Google Jamboard, and Zoom whiteboard features work well. For in-person workshops, sticky notes and big whiteboards are excellent for collaborative brainstorming.

Can the seed system change over time?

Yes, the seed system can be modified as the project advances and new ideas emerge. It can be adjusted to ensure it continues to meet user and business needs.

How do I make sure stakeholders remain engaged during the design process?

Regular check-ins, transparent communication, and stakeholder involvement in key decision-making moments are crucial for keeping everyone engaged. Provide regular updates and be receptive to feedback to maintain stakeholder involvement in the process.