Ways to Become a Better Design Partner to Your Team

Building strong relationships with product managers, engineers, and other cross-functional partners is crucial for success in product design. Years ago, I’ve learned that the difference between a smooth project and one full of friction often comes down to how well you collaborate with your teammates.

Here are some tips that I’ve learned over the years that can help you become a better design partner:

1. Understand Who You’re Working With

   A few years ago, I found myself in a situation where my PM and I were butting heads over two different design approaches. We both believed our own idea was the best way forward, and this led to a lot of back-and-forth without any real progress.
   
   Frustrated, I decided to ask my PM in a one-on-one what was on their mind outside of our design debate. They revealed they were worried about our project falling behind schedule and that the engineers were running out of meaningful work to build. That insight changed everything.

   I realised our conversation wasn’t just about the design; it was about keeping the project and team moving forward. Understanding their concerns allowed me to adjust my approach and find a middle ground that addressed both of our needs, with the opportunity to iterate in the future.

   This experience taught me the importance of digging deeper to understand what’s driving your teammates’ decisions. It’s not just about getting your design approved—it’s about aligning on the bigger picture.

    

2. Keep Your Team in the Loop

   Humans are notoriously bad at estimating how long a task will take. I learned this the hard way early in my design career. I’d often overcommit, thinking I could get everything done on time, only to find myself working late nights and weekends trying to catch up. Even now, I occasionally underestimate how long something will take, especially when priorities shift or unexpected challenges arise.

   I remember one project where I was overhauling a page that had needed an update for ages. The scope was huge, and despite my best efforts, I found myself falling behind. Instead of staying silent and hoping I could catch up, I started communicating more frequently with my team.

   I focused on delivering the areas of the design that were closest to completion, which allowed engineering to start their work while buying me time to finalise the rest. Regular updates became a habit, and our team’s prioritisation meetings became crucial for keeping everyone in the loop and adjusting expectations as needed.

   This experience taught me that it’s better to share where you are, even if it’s not where you want to be, than to leave your team in the dark.

    

3. Make Your Designs the Source of Truth

   Design is inherently messy, and that’s why file organisation is so crucial. I remember one particularly complicated project where the design process was especially chaotic, with multiple iterations, pivots, and feedback loops.

   Sometimes keeping track of the latest designs became a challenge—not just for me, but for the entire team. I realised that without a clear system, the team could easily lose sight of what the final design was supposed to look like.

   I started grouping my files into folders labeled by workstream, with each file representing a project and each page within that file marking a milestone. I made sure to regularly update my team on where the latest designs were, separating them from older versions and exploratory work.

   This approach kept everyone aligned and ensured that our work didn’t veer off course due to outdated or incorrect references. It can be tedious work to set up and maintain, but it pays off big when it comes to keeping your team focused and on the same page.

    

4. Spend Your Team’s Time Wisely

   I’ve attended plenty of meetings where the agenda wasn’t clear, and as a result, we all spent 30 minutes talking without actually achieving anything. To avoid this, first assess whether a meeting is necessary, if it isn’t, cancel it and use that time more effectively elsewhere.

   When a meeting is necessary, particularly for complex discussions or collaborative work, preparation is key. I always try to share an agenda beforehand, outlining the topics we’ll cover and the goals we want to achieve.

   This small step sets the tone and gives everyone a clear understanding of what to expect. It also ensures that the meeting is a productive use of time, with actionable takeaways rather than vague conclusions.

    

5. Document Everything

   There have been countless times when I’ve worked on a design, thinking I’d never forget the decisions I made. But after juggling three or more complex projects, those details can become fuzzy.

   I recall one particularly complicated project where there were countless discussions spent on understanding and debating the API shape which would ultimately affect the design. Months later, when other teams wanted to build on the foundation we had laid, I regretted not having documented our decisions more thoroughly.

   That project taught me the value of writing things down—not just for myself, but for others who might come in the future without full context. Now, whenever an important decision is made on a project, I make sure it’s documented in an organized way that can be easily shared. It’s a simple habit that prevents a lot of future headaches and ensures that valuable knowledge doesn’t get lost over time.

I know all of this is easier said than done, and I’m certainly not perfect when it comes to following all these tips. But the next time you’re struggling to work effectively with your cross-functional partners, I hope these suggestions inspire some new approaches.

Over time, I truly believe they’ll help you build strong and successful relationships with your teammates.