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Your Systems Design team is struggling to stay organized. How can you help them work more efficiently?

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Systems design is a complex and creative process that involves planning, modeling, and testing different components of a system. It requires a lot of collaboration, communication, and coordination among the team members who are responsible for different aspects of the system. However, if your systems design team is struggling to stay organized, it can lead to confusion, delays, errors, and frustration. How can you help them work more efficiently? Here are some tips to improve your systems design team's organization and productivity.

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1 Define clear goals and roles

One of the first steps to organize your systems design team is to define clear goals and roles for each project. What are the objectives, requirements, and constraints of the system? What are the expected outcomes and deliverables? Who are the stakeholders and users of the system? Who are the team members and what are their responsibilities and skills? By answering these questions, you can establish a common vision, scope, and direction for the project, and assign tasks and accountability to each team member.

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Suraj Jacob

Principal Software Engineering Manager at Microsoft | Driving a culture of people enablement to do our best work
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Make a business case for your product. Do market research, if applicable. These don't seem essential steps to a system design, but they help you intimately understand your target environment and customers, which will help you construct an extensible and resilient system design. If you can make a convincing pitch, you can probably convince others to it's benefits and be an advocate. Research your customers. Create and clearly define personas. Interview target audiences and get to know more of their expectations. Do requirements gathering and collect user stories. Be very familiar with the budget and profit goals. If you make design system that consumes 1.50$ for generating a revenue of 1$, you are doomed. Choose technologies accordingly.

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Ibrahem Amer

Product Management | AI, FinTech, Cloud, PLG
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Defining clear goals and roles is key when a systems design team struggles with organization. ?? Set SMART objectives and ensure everyone knows how their work aligns with the project's vision. ?? Assign clear responsibilities based on expertise, enhancing accountability and collaboration. ?? Use project management tools for task tracking, and encourage regular communication. ?? Prioritize tasks and implement time management training. ?? Establish a feedback loop for continuous improvement and acknowledge achievements. ?? Introduce DevOps and AI tools for automation and efficient workflows. Empower your team with clarity, and watch productivity soar! ?? #SystemsDesign #Teamwork #Productivity #AI

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2 Use effective tools and methods

Another way to help your systems design team work more efficiently is to use effective tools and methods that support their workflow and collaboration. For example, you can use diagrams, models, prototypes, and mockups to visualize and communicate the system's architecture, design, and functionality. You can also use tools like GitHub, Jira, Slack, and Google Docs to manage your code, track your progress, share your feedback, and document your work. Additionally, you can use methods like agile, scrum, or kanban to organize your work into iterations, sprints, or boards, and prioritize your tasks according to their value and urgency.

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Suraj Jacob

Principal Software Engineering Manager at Microsoft | Driving a culture of people enablement to do our best work
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Choose a methodology that works. Scrum may not be the right process for coming up with an initial design. Iterate often with stakeholders. Use AI based tools for fast prototyping. Meet often with your team to brainstorm, rather than work in isolation.

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3 Communicate frequently and clearly

Communication is key to any successful team, especially in systems design, where you need to exchange ideas, information, and feedback with your teammates, stakeholders, and users. To communicate frequently and clearly with your systems design team, you can use various channels and formats, such as meetings, emails, chats, calls, reports, and presentations. However, you should also be mindful of the quality and relevance of your communication, and avoid information overload, ambiguity, and inconsistency. To do so, you can follow some best practices, such as setting agendas, using clear and concise language, providing constructive criticism, and confirming understanding.

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Bhavin Gandha

Tech Lead | NodeJS | Kubernetes | Redis Expert | Fantasy Sports SME
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In my exprience just making sure that team discuss the current ongoings with each other on frequent basis can help on a lot and if going on Agile Scrum can do the efficient restrospectives to check everyone's view on the problems as well as solutions.

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4 Review and improve regularly

Finally, you can help your systems design team stay organized by reviewing and improving your work regularly. This means that you should not only test and validate your system's functionality, performance, and usability, but also evaluate your team's process, performance, and satisfaction. By doing so, you can identify and address any issues, gaps, or errors in your system or your team, and implement changes or improvements accordingly. You can also use feedback from your stakeholders and users to inform your decisions and actions. Moreover, you can celebrate your achievements and recognize your team's efforts and contributions.

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Veniamin Stakhovsky

Data-Driven Senior Product Manager | Technical Product Manager with 10+ years of experience in FinTech | Payments | B2B | B2C | Safety | Antifraud | Customer Care | AI | ML
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Challenge: Instagram needed to ensure its platform could handle increased data volume, maintain high performance, and introduce new features without disrupting UX Strategy: Regular Performance Reviews: conducted frequent performance reviews of its systems, identifying bottlenecks and areas for optimization Feedback Loops: The company established robust feedback channels from users and internal teams to gather insights on system functionality and user satisfaction Iterative Development: Instagram adopted short sprint cycles, allowing for rapid implementation features and quick adjustments based on user feedback Cross-functional Collaboration: Engineering teams worked closely with product managers designers, and quality assurance specialists

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5 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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Renato (aka Foan)

Design Director, Consultant, Mentor and Teacher specialized in Gen AI.
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When we want to work more agile in a design systems environment, it is essential to work side by side: Designers and Developers. Furthermore, it is essential to provide regular and frequent status sessions, to provide general knowledge of decisions, documentation and promote adoption. I recommend investing in a platform that allows all documentation to be centralized. Zeroheight is the tool I use to centralize the ground truth of the entire design system. Designers should have all documentation in Figma and automatically sync it with Zeroheight. In the same way, Developers can do it through Storybook, doing the same synchronization with Zeroheight.

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Veniamin Stakhovsky

Data-Driven Senior Product Manager | Technical Product Manager with 10+ years of experience in FinTech | Payments | B2B | B2C | Safety | Antifraud | Customer Care | AI | ML
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To help a Systems Design team work more efficiently, adopting Agile methodologies can streamline processes and improve organization. For example, PayPal restructured its development process around Agile principles, focusing on cross-functional teams, regular sprint reviews, and continuous feedback loops. This shift allowed for more adaptive planning, quicker development cycles, and improved collaboration across departments. Implementing tools like JIRA for task tracking and Confluence for documentation can also enhance transparency and accountability within the team.

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Your Systems Design team is struggling to stay organized. How can you help them work more efficiently?

1

2

3

4

5

1 Define clear goals and roles

2 Use effective tools and methods

3 Communicate frequently and clearly

4 Review and improve regularly

5 Here’s what else to consider

Systems Design

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Your Systems Design team is struggling to stay organized. How can you help them work more efficiently?

1

2

3

4

5

1 Define clear goals and roles

2 Use effective tools and methods

3 Communicate frequently and clearly

4 Review and improve regularly

5 Here’s what else to consider

Systems Design

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