Framework for Running Productive UX Kick-offs with Cross-Functional Teams

As designers, we’ve participated in countless UX Kick-off meetings. While some were vibrant and collaborative, others left everyone feeling lost.?

A common scenario: product and development teams take center stage, diving deep into technical details. Often brought in later, the UX team feels isolated and struggles to contribute effectively, leading to misalignment.

Even separate UX kickoff sessions can leave you with unanswered questions. You might think, “Why didn’t I ask that?” This is especially true for larger teams with diverse experience levels. As a lead designer, you are responsible for a structured framework to ensure all crucial information is gathered during these discussions.?

A common framework and foundation questionnaire would equip our team and keep stakeholders informed. Over time, product and stakeholders will naturally align with UX needs through this consistent approach.

Before diving into the detailed questionnaire, it’s essential to estimate the level of UX effort required for your project. This will influence the depth of the Kick-off meeting and the specific questions you need to address. Consider factors like project complexity, existing user research, and desired level of user involvement.

UX Kick-off Meeting Questionnaire:

The following questionnaire provides a starting point, and you can adapt it based on your project’s specific needs and the level of UX effort required:

Objective:

1. What is the intended purpose of the feature/application/website?
2. What problems are we aiming to solve?
3. How do we define success, and what metrics will we measure it?
4. Are there specific user groups or demographics we are targeting?

Existing Insights & Research:?

1. Have any previous studies, research, or data related to this project? Could you share those findings?
2. Is there existing user feedback or customer support data relevant to this project?

User-Centric Focus:?

1. What core user needs or desires should this project address?
2. What emotions or experiences do we expect users to have when interacting with the end product/service?

User Profiling:?

Is the persona defined? If not,

1. who are the primary and secondary target audiences?
2. What is the user’s proficiency with the domain/product?
3. How much prior experience does the user have with computers/mobile devices?
4. What are the user’s expectations towards the feature/product?
5. List the user’s pain points.

Scenarios:?

1. List the scenarios/situations where users could use the feature/application.
2. When and where will users access the application? (User environment and context)
3. How will users access the application? (offline, online, device, connection speed, number of monitors)

Task:?

1. What tasks do users perform on the application?
2. Which tasks/actions are frequently used by users?
3. Which tasks are important to users?
4. Which tasks/features are vulnerable to feature creep?

Data:

1. What key information do users expect to view in the feature/module?
2. How many entries/passages of information can be expected within a particular duration, screen, or form?

Technical & Resource Considerations:?

1. Are there technical constraints or considerations that should influence our design decisions?
2. What resources (developers, budget, timeline, technology) are available for this project?

Dependencies (Ecosystem):?

1. What other modules or applications in our ecosystem are affected/benefited by the feature?
2. Does the application provide the same feature in any other module in a different format/approach?

Discuss Expectation:?

1. What are the primary deliverables or outcomes expected from the UX design phase?
2. Are there specific design styles, branding elements, or guidelines we should adhere to?
3. What level of satisfaction should users have after using the application?

Decision-Making & Collaboration:?

1. Who are the key decision-makers or stakeholders involved in this project?
2. How do you envision our collaboration process with your team to ensure project success?

Feedback & Iteration:?

1. How will we gather user feedback throughout the design process?
2. How will we iterate on the design based on user feedback?

Long-term Vision &?Growth:?

1. How does this project align with the long-term vision or roadmap of the company??
2. Are there considerations for scalability or future iterations beyond the initial release?

Phew, that was a long list, right? Don’t worry, I won’t be surprised if some of you scrolled down faster than a ?? [rocket taking off]. A long list of questions can feel overwhelming, even for seasoned stakeholders. Here's why, in reality, you should do some prep work...

Pre-work:?

• Gather Existing Information: Conduct desk research to gather available data on the project’s background, user research (if any), and business goals.?
• Identify Information Gaps: Analyze the gathered information and pinpoint any crucial missing pieces crucial for the Kick-off discussion.?
• Prioritize Questions: Based on the information gaps and project complexity, prioritize the most critical questions that require stakeholder input.?
• Pre-distribute the questionnaire: Share the questionnaire with all participants beforehand to allow them to gather information and prepare their thoughts.

By prioritizing questions through pre-work, you ensure the Kick-off meeting focuses on the most critical aspects that require stakeholder input and collaboration. You can then use the remaining questions from the comprehensive questionnaire as a reference point for follow-up or asynchronous communication.?

Most importantly, document the key decisions and next steps in a task management app accessible to everyone involved

The End?:)

Let’s chat in the comments?—?what are your biggest pain points when it comes to Kick-offs?