Balancing Design Systems in a Diverse FinTech Ecosystem
Balancing Design Systems in a Diverse FinTech Ecosystem
Balancing Design Systems in a Diverse FinTech Ecosystem
Balancing Design Systems in a Diverse FinTech Ecosystem
Balancing Design Systems in a Diverse FinTech Ecosystem
Balancing Design Systems in a Diverse FinTech Ecosystem
Design System Definition
Design System Definition
Design System is a strategic and comprehensive approach that involves a standardized set of principles, components, and guidelines for a given product. Its primary goal is to foster consistency and coherence across various elements of a user interface.
Inside properly prepared libraries, you'll discover reusable elements, design patterns, and documentation, establishing a framework that streamlines the design and development processes while preserving the visual and functional integrity.
Design System is a strategic and comprehensive approach that involves a standardized set of principles, components, and guidelines for a given product. Its primary goal is to foster consistency and coherence across various elements of a user interface.
Inside properly prepared libraries, you'll discover reusable elements, design patterns, and documentation, establishing a framework that streamlines the design and development processes while preserving the visual and functional integrity.
Driving Consistency
Driving Consistency
Within the expansive realm of FinTech, the subject of this case study stands as a larger organization - basically a hub for trading and brokering. This place has a bunch of different products, all giving people access to global markets through web and native applications.
Ideally, each of these products should be consistently updated and aligned with the broader organizational brand guidelines.
At the time of drafting this case study, our global design team included over 30+ members who were assigned to specific projects.
However, the responsibility for creating and managing design systems for these products (including brand guidelines and other activities), fell on a vertical Central Design Team, consisting of (just) three designers, myself included.
Within the expansive realm of FinTech, the subject of this case study stands as a larger organization - basically a hub for trading and brokering. This place has a bunch of different products, all giving people access to global markets through web and native applications.
Ideally, each of these products should be consistently updated and aligned with the broader organizational brand guidelines.
At the time of drafting this case study, our global design team included over 30+ members who were assigned to specific projects.
However, the responsibility for creating and managing design systems for these products (including brand guidelines and other activities), fell on a vertical Central Design Team, consisting of (just) three designers, myself included.
Problem Statement
Problem Statement
The coordination of requests for updates to these design systems was decentralized, arriving through emails, Teams messages, or during ‘general’ team stand-up meetings held several times a week.
Dealing with each request was very time-consuming due to the lack of a standardized process for submitting them.
Keeping track of these also proved challenging, with other designers sometimes unaware of the status or progress of their requests.
To initially alleviate this problem, we had a manually managed Kanban board to distribute tasks among Central Design Team members. However, this process was labor-intensive, requiring detailed descriptions for each request (such as new components), explaining the required UI variations, and specifying their utilization.
In summary, the organization faced a lack of a centralized system for submitting and managing requests related to the expansion and updates of design systems. This gap was particularly significant given the organization's diverse and rapidly evolving portfolio.
The coordination of requests for updates to these design systems was decentralized, arriving through emails, Teams messages, or during ‘general’ team stand-up meetings held several times a week.
Dealing with each request was very time-consuming due to the lack of a standardized process for submitting them.
Keeping track of these also proved challenging, with other designers sometimes unaware of the status or progress of their requests.
To initially alleviate this problem, we had a manually managed Kanban board to distribute tasks among Central Design Team members. However, this process was labor-intensive, requiring detailed descriptions for each request (such as new components), explaining the required UI variations, and specifying their utilization.
In summary, the organization faced a lack of a centralized system for submitting and managing requests related to the expansion and updates of design systems. This gap was particularly significant given the organization's diverse and rapidly evolving portfolio.
My role in the Central Design Team
My role in the Central Design Team
As the Design System Lead, my role involves strategically guiding, developing, and maintaining the organization's design systems.
Key aspects of my responsibilities included:
As the Design System Lead, my role involves strategically guiding, developing, and maintaining the organization's design systems.
Key aspects of my responsibilities included:
1
Defining and aligning the design system strategy with long-term organizational goals
1
Defining and aligning the design system strategy with long-term organizational goals
1
Defining and aligning the design system strategy with long-term organizational goals
2
Collaboration across various teams - fostering synergy and ensuring that the design system catered to diverse projects requirements for consistent user experiences (web and native applications)
2
Collaboration across various teams - fostering synergy and ensuring that the design system catered to diverse projects requirements for consistent user experiences (web and native applications)
2
Collaboration across various teams - fostering synergy and ensuring that the design system catered to diverse projects requirements for consistent user experiences (web and native applications)
3
Incorporating new components, updating guidelines, and aligning these libraries with industry standards
3
Incorporating new components, updating guidelines, and aligning these libraries with industry standards
3
Incorporating new components, updating guidelines, and aligning these libraries with industry standards
4
Introducing design tokens and atomic approach into the organization
4
Introducing design tokens and atomic approach into the organization
4
Introducing design tokens and atomic approach into the organization
5
Integrating the latest functionalities offered by our main design tool (Figma), ensuring the design system leverages the most advanced features available
5
Integrating the latest functionalities offered by our main design tool (Figma), ensuring the design system leverages the most advanced features available
5
Integrating the latest functionalities offered by our main design tool (Figma), ensuring the design system leverages the most advanced features available
6
Supporting and supervising the implementation of components and styles between products, performing “design checks” to ensure that they have been implemented in accordance with the guidelines in our design systems
6
Supporting and supervising the implementation of components and styles between products, performing “design checks” to ensure that they have been implemented in accordance with the guidelines in our design systems
6
Supporting and supervising the implementation of components and styles between products, performing “design checks” to ensure that they have been implemented in accordance with the guidelines in our design systems
7
Mentoring designers from outside the Central Design Team, conducting workshops teaching the correct process of creating components
7
Mentoring designers from outside the Central Design Team, conducting workshops teaching the correct process of creating components
7
Mentoring designers from outside the Central Design Team, conducting workshops teaching the correct process of creating components
Potential Challenges
Potential Challenges
Managing multiple design systems across an organization with just three individuals can pose several challenges and potential risks that may adversely impact consistency, efficiency, and projects quality. Here are some potential issues:
Managing multiple design systems across an organization with just three individuals can pose several challenges and potential risks that may adversely impact consistency, efficiency, and projects quality. Here are some potential issues:
1
Lack of Scalability
A small team may struggle to handle the increasing workload associated with maintaining and expanding multiple design systems simultaneously. This could lead to delays in updates and potential neglect of certain libraries
1
Lack of Scalability
A small team may struggle to handle the increasing workload associated with maintaining and expanding multiple design systems simultaneously. This could lead to delays in updates and potential neglect of certain libraries
1
Lack of Scalability
A small team may struggle to handle the increasing workload associated with maintaining and expanding multiple design systems simultaneously. This could lead to delays in updates and potential neglect of certain libraries
2
Lack of Diversification of Perspectives
Having only 2-3 individuals responsible for multiple design systems may limit the diversity of perspectives and ideas. This can result in a one-sided approach to design and a lack of flexibility in adapting design systems to different contexts
2
Lack of Diversification of Perspectives
Having only 2-3 individuals responsible for multiple design systems may limit the diversity of perspectives and ideas. This can result in a one-sided approach to design and a lack of flexibility in adapting design systems to different contexts
2
Lack of Diversification of Perspectives
Having only 2-3 individuals responsible for multiple design systems may limit the diversity of perspectives and ideas. This can result in a one-sided approach to design and a lack of flexibility in adapting design systems to different contexts
3
Limited Expertise
There may be insufficient expertise in various areas such as accessibility, or technical implementation aspects
3
Limited Expertise
There may be insufficient expertise in various areas such as accessibility, or technical implementation aspects
3
Limited Expertise
There may be insufficient expertise in various areas such as accessibility, or technical implementation aspects
4
Difficulty in Managing Feedback
Collecting and managing feedback from various project teams can be challenging for just 3 people centrally managing these libraries
4
Difficulty in Managing Feedback
Collecting and managing feedback from various project teams can be challenging for just 3 people centrally managing these libraries
4
Difficulty in Managing Feedback
Collecting and managing feedback from various project teams can be challenging for just 3 people centrally managing these libraries
5
Lack of Coordinated Development
Without proper management and coordination, there is a risk that different design systems will be developed independently of each other
5
Lack of Coordinated Development
Without proper management and coordination, there is a risk that different design systems will be developed independently of each other
5
Lack of Coordinated Development
Without proper management and coordination, there is a risk that different design systems will be developed independently of each other
Solution - Power Automate
Solution - Power Automate
A significant improvement to our previous workflow and organizational structure emerged through the implementation of Power Automate - a tool that facilitated communication and synchronization between Teams, Microsoft Planner, and Outlook that were used in our organization.
Over the course of several weeks, analyzing recurring data of requests we previously handled (such as project names, attachments, deadlines, descriptions, etc.), I developed a comprehensive workflow to streamline this process.
A significant improvement to our previous workflow and organizational structure emerged through the implementation of Power Automate - a tool that facilitated communication and synchronization between Teams, Microsoft Planner, and Outlook that were used in our organization.
Over the course of several weeks, analyzing recurring data of requests we previously handled (such as project names, attachments, deadlines, descriptions, etc.), I developed a comprehensive workflow to streamline this process.
Forms + Planner combined
Forms + Planner combined
The main output of this research was a dedicated form for consumers of our libraries in Figma (developers and designers). It allowed them to submit their specific needs, capturing essential parameters such as request name, description, attachments, assigned individuals, deadlines, and more.
Upon submission of this form, a ticket was automatically created, seamlessly entering our new Kanban board. Each request had its designated space and, depending on priorities and the deadline set by the requestors, it was auto-positioned in the backlog column via Microsoft Planner.
The main output of this research was a dedicated form for consumers of our libraries in Figma (developers and designers). It allowed them to submit their specific needs, capturing essential parameters such as request name, description, attachments, assigned individuals, deadlines, and more.
Upon submission of this form, a ticket was automatically created, seamlessly entering our new Kanban board. Each request had its designated space and, depending on priorities and the deadline set by the requestors, it was auto-positioned in the backlog column via Microsoft Planner.
Synchronized notifications
Synchronized notifications
Furthermore, Central Design Team received synchronized notifications on Teams and Outlook via a chatbot, signaling the creation of a new request, where each person submitting a request was automatically notified when its status changed.
This streamlined process not only increased efficiency but also ensured that every team member was promptly informed about new requests, promoting a more organized and collaborative working environment.
Furthermore, Central Design Team received synchronized notifications on Teams and Outlook via a chatbot, signaling the creation of a new request, where each person submitting a request was automatically notified when its status changed.
This streamlined process not only increased efficiency but also ensured that every team member was promptly informed about new requests, promoting a more organized and collaborative working environment.
Result
Result
The implementation of this solution has transformed the entire workflow, making it more dynamic and the process entirely centralized.
This strategic move proved to be a game-changer, significantly accelerating our previous work style and the number of tickets handled weekly. As a result, we gained additional capacity to address other important initiatives, such as accessibility (WCAG 2.1) standardization, and design checks.
Several weeks after the implementation of this solution, our engineering and design teams had a significantly heightened awareness of the ongoing activities within the ‘Central Design Team’ and the current status of work on their requests.
The key outcomes include:
The implementation of this solution has transformed the entire workflow, making it more dynamic and the process entirely centralized.
This strategic move proved to be a game-changer, significantly accelerating our previous work style and the number of tickets handled weekly. As a result, we gained additional capacity to address other important initiatives, such as accessibility (WCAG 2.1) standardization, and design checks.
Several weeks after the implementation of this solution, our engineering and design teams had a significantly heightened awareness of the ongoing activities within the ‘Central Design Team’ and the current status of work on their requests.
The key outcomes include:
1
Increased Efficiency
The workflow became more streamlined and dynamic, reducing the average time to complete tickets. This efficiency boost allowed us to handle a higher volume of requests each week.
1
Increased Efficiency
The workflow became more streamlined and dynamic, reducing the average time to complete tickets. This efficiency boost allowed us to handle a higher volume of requests each week.
1
Increased Efficiency
The workflow became more streamlined and dynamic, reducing the average time to complete tickets. This efficiency boost allowed us to handle a higher volume of requests each week.
2
Additional Capacity
With the accelerated pace of handling tickets, the team gained extra capacity to focus on additional initiatives, such as addressing accessibility concerns and standardizing practices according to WCAG 2.1.
2
Additional Capacity
With the accelerated pace of handling tickets, the team gained extra capacity to focus on additional initiatives, such as addressing accessibility concerns and standardizing practices according to WCAG 2.1.
2
Additional Capacity
With the accelerated pace of handling tickets, the team gained extra capacity to focus on additional initiatives, such as addressing accessibility concerns and standardizing practices according to WCAG 2.1.
3
Enhanced Visibility
Team members and the broader design team now have a clearer understanding of the Central Design Team's activities. The centralized nature of the process ensures everyone is informed about the progress of their requests.
3
Enhanced Visibility
Team members and the broader design team now have a clearer understanding of the Central Design Team's activities. The centralized nature of the process ensures everyone is informed about the progress of their requests.
3
Enhanced Visibility
Team members and the broader design team now have a clearer understanding of the Central Design Team's activities. The centralized nature of the process ensures everyone is informed about the progress of their requests.
4
Improved Workstyle
The new solution brought about a positive shift in our work style, fostering a more collaborative and organized environment. The centralized approach allowed for better coordination and communication.
4
Improved Workstyle
The new solution brought about a positive shift in our work style, fostering a more collaborative and organized environment. The centralized approach allowed for better coordination and communication.
4
Improved Workstyle
The new solution brought about a positive shift in our work style, fostering a more collaborative and organized environment. The centralized approach allowed for better coordination and communication.
Final thoughts
Final thoughts
The strategic and meticulous management of design systems within a vast organization is not just beneficial but indispensable.
They serve as the foundation, ensuring consistency, efficiency, and flexibility across various projects. It's super important to consistently strive to improve these processes, providing a cohesive and optimized experience for both project teams and end users.
This approach guarantees that design systems evolve alongside the organization and industry trends, embodying a proactive commitment to achieving sustained excellence in design practices.
The strategic and meticulous management of design systems within a vast organization is not just beneficial but indispensable.
They serve as the foundation, ensuring consistency, efficiency, and flexibility across various projects. It's super important to consistently strive to improve these processes, providing a cohesive and optimized experience for both project teams and end users.
This approach guarantees that design systems evolve alongside the organization and industry trends, embodying a proactive commitment to achieving sustained excellence in design practices.
Thank you!
Thank you!
Thank you for taking the time to read this study 🙂 If you have any questions or need more information, feel free to reach out. Looking forward to chatting with you!
Thank you for taking the time to read this study 🙂 If you have any questions or need more information, feel free to reach out. Looking forward to chatting with you!
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