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How can you communicate design changes after stakeholders have already approved a design?

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Design changes are inevitable in any product development process, but they can also be challenging to communicate to stakeholders who have already approved a previous version. How can you avoid confusion, frustration, and delays when you need to update your design after getting the green light? Here are some tips to help you communicate design changes effectively and maintain a positive relationship with your stakeholders.

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Marco Barba

Industrial design, creativity and innovation management - Marketing BTL - Speaker
Brian Ornduff

Industrial Designer with an Inventor's Mindset
Danielle Dantas

UX/UI Designer | Designer na WoMakersCode

1 Explain the rationale

The first step to communicate design changes is to explain why they are necessary and how they improve the product. You should provide clear and concise reasons for the changes, such as feedback from users, technical constraints, market trends, or legal requirements. You should also highlight the benefits of the changes, such as better usability, functionality, aesthetics, or profitability. By explaining the rationale, you can show that you are not making arbitrary or subjective decisions, but rather following a logical and evidence-based process.

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Marco Barba

Industrial design, creativity and innovation management - Marketing BTL - Speaker
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Es probable que suceda en el camino, pero no hay nada mejor que llegar con una solución siempre que nos topamos con algún problema y que sea igual o mejor a lo aprobado anteriormente todo está en justificar correctamente y resolver.

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Brian Ornduff

Industrial Designer with an Inventor's Mindset
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When things go from your high fidelity 3D-printed “works-like” and “feels-like” prototype, you think you’ve done your due diligence to create the easiest path to success in production. Indeed, you’ve taken it further than many, but there are still plenty of points where parts don’t actualize the way you had hoped in actual production. Warped parts might make your clamshell assembly not line up, which could create spaces for moisture to get in and corrode electrical connections. I’d be as proactive with the factory as possible on key points that are crucial to the design. For example, if you’re designing a drill, tell them you need to make sure that if that part gets dropped on concrete, it needs to remain strong.

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Danielle Dantas

UX/UI Designer | Designer na WoMakersCode
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It is crucial to involve stakeholders throughout the change process. This can be done through regular update meetings, prototype demonstrations or feedback sessions. By keeping stakeholders informed and involved, you can ensure they understand and support design changes. This can also help prevent misunderstandings or resistance in the future. Remember, effective communication is key to the success of any design project.

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Pablo C. A. Martín

Dise?ador Industrial | Docente | Financial Trader
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Todo proceso de dise?o necesita cambios en las diferentes etapas del mismo. Esos cambios pueden existir por infinidad de motivos, dependiendo el tipo de producto. Es fundamental la correcta comunicación al grupo de trabajo y demás sectores involucrados para afianzar la linea y concepto de trabajo. Como menciona el enunciado, es muy importante destacar los beneficios y la necesidad de esos cambios planteados para el resultado final o para la mejora continua del proceso de dise?o.

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Ashir Khan
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Communicating design changes effectively after stakeholder approval involves a transparent and proactive approach. Highlight the specific modifications, emphasising the reasons behind them and showcasing potential benefits. Clearly illustrate proposed changes, presenting visual aids such as annotated sketches or renderings. Prioritising one-on-one discussions or targeted group meetings to address concerns and gather feedback. To ensure stakeholders grasp the adjustment without confusion, utilise simple and accessible language. Maintain open communication and showcase the rationale behind the design changes, to better understand and collaborate, ultimately ensuring stakeholders remain engaged and supportive of the evolving design.

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2 Show the impact

The second step to communicate design changes is to show how they affect the product and the project. You should use visual aids, such as sketches, mockups, prototypes, or animations, to illustrate the differences between the old and the new design. You should also use metrics, such as time, cost, quality, or performance, to quantify the impact of the changes on the product and the project. By showing the impact, you can demonstrate that you are not making minor or cosmetic changes, but rather significant and meaningful improvements.

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Pablo C. A. Martín

Dise?ador Industrial | Docente | Financial Trader
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La comunicación es clave, fundamental y primordial. La forma de hacerlo, como hacerlo, a quién comunicar y por que tipo de medios dependiendo jerarquías. Muchos proyectos fracasan, se hacen más costosos y se alargan en el tiempo, justamente por una mala comunicación entre las partes.

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3 Seek feedback

The third step to communicate design changes is to seek feedback from your stakeholders and involve them in the decision-making process. You should invite them to review the changes, ask questions, share opinions, and suggest alternatives. You should also listen to their concerns, objections, or preferences, and address them respectfully and professionally. By seeking feedback, you can show that you are not imposing your design on them, but rather collaborating with them to achieve a common goal.

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Marco Barba

Industrial design, creativity and innovation management - Marketing BTL - Speaker
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La retroalimentación es clave y de hecho nos puede ayudar a reducir o evitar cambios. Sobretodo cuando se trata de cambios por normatividad, producción o ingeniería. Trabajar en equipo con expertos nos da la posibilidad de posicionarnos en un lugar más efectivo y seguro.

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4 Document the changes

The fourth step to communicate design changes is to document them thoroughly and transparently. You should update your design specifications, drawings, models, or files, and label them clearly and consistently. You should also create a change log, a document that records the date, description, reason, and impact of each change. You should also communicate the changes to all the relevant parties, such as team members, clients, suppliers, or regulators, and ensure that they have access to the latest version of the design. By documenting the changes, you can show that you are not hiding or forgetting anything, but rather keeping track and informing everyone.

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Pablo C. A. Martín

Dise?ador Industrial | Docente | Financial Trader
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Gran parte de la comunicación es justamente poder tener un muy buen archivo de todo el proceso de dise?o. Documentar la parte técnica, las reuniones de equipos, hacer un archivo de generación de elementos creativos y poder lograr una bitácora detallada que puede ser usada para proyectos posteriores y para análisis de defectos y virtudes del proyecto en curso.

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5 Manage expectations

The fifth step to communicate design changes is to manage the expectations of your stakeholders and yourself. You should acknowledge that design changes can cause some uncertainty, anxiety, or disappointment, and express your appreciation for their patience, flexibility, and support. You should also communicate the implications of the changes for the project scope, schedule, budget, or quality, and negotiate any adjustments or trade-offs that may be required. You should also set realistic and achievable goals for the next steps, and commit to delivering them. By managing expectations, you can show that you are not ignoring or avoiding the challenges, but rather facing and overcoming them.

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6 Follow up

The sixth and final step to communicate design changes is to follow up with your stakeholders and ensure that they are satisfied with the outcome. You should solicit their feedback, evaluation, or approval of the final design, and thank them for their contribution and cooperation. You should also report on the results, outcomes, or achievements of the product and the project, and celebrate the success. You should also reflect on the lessons learned, best practices, or areas for improvement, and apply them to your future projects. By following up, you can show that you are not ending or abandoning the relationship, but rather strengthening and sustaining it.

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7 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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How can you communicate design changes after stakeholders have already approved a design?

1

2

3

4

5

6

7

1 Explain the rationale

2 Show the impact

3 Seek feedback

4 Document the changes

5 Manage expectations

6 Follow up

7 Here’s what else to consider

Industrial Design

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How can you communicate design changes after stakeholders have already approved a design?

1

2

3

4

5

6

7

1 Explain the rationale

2 Show the impact

3 Seek feedback

4 Document the changes

5 Manage expectations

6 Follow up

7 Here’s what else to consider

Industrial Design

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