How do you share product design documentation?

1 Choose the right format

Depending on the type and purpose of your product design documentation, you may need to use different formats to convey your information. For example, you may use wireframes, mockups, prototypes, user flows, personas, user stories, or specifications. Each format has its own advantages and disadvantages, and you should choose the one that best suits your needs and audience. For instance, wireframes are good for showing the layout and structure of your product, while prototypes are good for demonstrating the functionality and interactivity of your product.

2 Use a single source of truth

One of the most common problems with product design documentation is inconsistency and duplication. If you have multiple versions of the same document, or different documents that contradict each other, you risk creating confusion and errors among your team and stakeholders. To avoid this, you should use a single source of truth for your product design documentation. This means that you should store and update your documents in one place, preferably a cloud-based platform that allows collaboration and version control. This way, you can ensure that everyone has access to the latest and most accurate information.

3 Make it accessible and searchable

Finding and accessing product design documentation can be a challenge. If documents are scattered across different folders, drives, or platforms, or not properly named, tagged, or organized, it can be time consuming to locate them. To make product design documentation more accessible and searchable, best practices should be followed such as using clear and consistent naming conventions for files and folders, adding metadata and keywords to describe the content and purpose of the documents, categorizing and subcategorizing documents by topic, feature, or stage, as well as using bookmarks, links, and references to connect documents and create a logical flow.

4 Share it with the right people

Product design documentation is essential for your own reference and communicating and collaborating with others. It's important to be selective and strategic about who you share your product design documentation with, and how you share it. For instance, you could use different levels of permissions and access rights to control who can view, comment, or edit your documents. Additionally, you can choose different modes of sharing such as email, chat, or presentation, depending on the context and goal of your communication. Utilizing feedback and review tools can help collect and incorporate suggestions and changes from your team and stakeholders. Notifications and alerts can also inform your team and stakeholders about updates and changes in your documents.

5 Keep it updated and relevant

Product design documentation is not a static or final product, but rather a dynamic and evolving process that reflects the changes and progress of your product development. To ensure that your documents match the current state and direction of your product, you should review and revise them regularly. Additionally, it's important to archive or delete outdated or obsolete documents to avoid confusion and clutter. Furthermore, document and communicate the rationale and impact of any changes or decisions you make in your product design. Lastly, celebrate and showcase your achievements and milestones in your product design documentation. By following these tips and best practices, you can share your product design documentation more effectively and efficiently, thereby enhancing your product design skills and outcomes.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?