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What are the best ways to create a shared vocabulary between UX and IA teams?

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As a UX or IA professional, you know how important it is to communicate clearly and effectively with your team members, clients, and stakeholders. But sometimes, you may encounter challenges or misunderstandings due to different terminologies, perspectives, or expectations. How can you create a shared vocabulary between UX and IA teams that helps you align your goals, avoid confusion, and deliver better results? In this article, we will explore some of the best ways to achieve this, such as:

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1 Define your terms

One of the first steps to create a shared vocabulary is to define your terms and concepts. This means clarifying what you mean by UX, IA, user research, wireframes, prototypes, user journeys, personas, and any other relevant terms. You can use existing definitions from reputable sources, or create your own based on your context and needs. The key is to document and share your definitions with your team and other stakeholders, and use them consistently throughout your project.

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Leandro C.

?? Há mais de 15 anos trabalhando com Tecnologia | Tech Lead | Software Architect | FullStack | Principal
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Defining terms and concepts is not just about clarifying the meaning of specific terminologies, but also about adapting them to the context of the project or organization. This is especially important in areas like UX and AI, where terms can have nuances or slightly different meanings depending on the context in which they are used. For example, the term "prototype" can refer to something with different levels of fidelity in UX, from paper sketches to highly detailed interactive models. In AI, terms such as "machine learning" and "natural language processing" may need to be explained in terms of their specific application in projects.

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2 Use common tools and frameworks

Another way to create a shared vocabulary is to use common tools and frameworks that help you structure and organize your information, design, and evaluation processes. For example, you can use a content inventory, a sitemap, a card sorting exercise, a heuristic evaluation, or a usability test to communicate your IA decisions and findings. You can also use a design system, a style guide, a UI kit, or a pattern library to communicate your UX decisions and findings. These tools and frameworks can help you establish a common language and visual representation of your work, as well as facilitate feedback and collaboration.

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3 Create a glossary

A glossary is a useful tool to create a shared vocabulary, especially if you are working on a complex or technical project that involves many acronyms, jargon, or domain-specific terms. A glossary is a list of terms and their definitions that you can refer to throughout your project. You can create a glossary as a spreadsheet, a document, or a wiki page, and update it as you go. You can also invite your team and other stakeholders to contribute to the glossary, and make it accessible and visible to everyone.

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Leandro C.

?? Há mais de 15 anos trabalhando com Tecnologia | Tech Lead | Software Architect | FullStack | Principal
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This will be great for improving clarity, coherence, ease of communication, integration, extended collaboration, accessibility, visibility, and adaptation to the project. And of course, it will also help to keep communication clear.

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4 Use plain language

Plain language is a way of writing and speaking that is clear, concise, and easy to understand. It helps you avoid ambiguity, confusion, and misinterpretation, and makes your communication more effective and engaging. To use plain language, you should avoid unnecessary jargon, technical terms, or acronyms, unless you define them or provide context. You should also use simple and familiar words, short sentences and paragraphs, active voice, and logical structure. Plain language can help you create a shared vocabulary that is inclusive, respectful, and user-friendly.

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5 Seek feedback and alignment

The final way to create a shared vocabulary is to seek feedback and alignment from your team and other stakeholders. This means asking questions, listening, clarifying, and confirming your understanding and expectations. You should also be open to feedback, suggestions, and corrections, and be willing to adapt and revise your vocabulary as needed. Seeking feedback and alignment can help you build trust, rapport, and consensus with your team and other stakeholders, and ensure that your vocabulary reflects your goals and needs.

Creating a shared vocabulary between UX and IA teams can help you improve your communication, collaboration, and outcomes. By defining your terms, using common tools and frameworks, creating a glossary, using plain language, and seeking feedback and alignment, you can establish a common language that helps you deliver better user experiences and information architectures.

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Erzsébet László

Senior Technical Writer at Aleido
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Ask questions first. In any situations where teams or people might use different vocabularies, the first thing I do is to ask questions like what do you mean by this or that term? It does not matter in what form the questions are asked, during meetings, in the form of requesting a detailed wow document or glossary. And then most of the times, your questions are returned and then you have a dialogue and that will lead to a mutual understanding.

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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?

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What are the best ways to create a shared vocabulary between UX and IA teams?

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2

3

4

5

6

1 Define your terms

2 Use common tools and frameworks

3 Create a glossary

4 Use plain language

5 Seek feedback and alignment

6 Here’s what else to consider

Information Architecture

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What are the best ways to create a shared vocabulary between UX and IA teams?

1

2

3

4

5

6

1 Define your terms

2 Use common tools and frameworks

3 Create a glossary

4 Use plain language

5 Seek feedback and alignment

6 Here’s what else to consider

Information Architecture

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