Case Study: Revolutionizing Figma Workflow for Large-Scale Design Projects

This case study details the innovative redesign of our Figma workflow to address challenges in managing large-scale design projects across corporate and startup environments. It highlights creative problem-solving, user-centric design, and a unique file structure to breathe new life into our design process. The study illustrates how effective leadership, collaboration, and iterative design overcome development challenges and align diverse stakeholders.

Project Overview

As the lead UX designer, I was tasked with revitalizing our Figma workflow for both corporate and startup projects. This case study outlines how I approached the challenge, from initial concept to final implementation strategy.

Duration: October 19, 2022 - November 8, 2022

Tools: Figma, Mural

The Challenge

Our design team faced significant challenges with the existing Figma setup:

  • Difficulty in locating current design solutions
  • Frequent out of memory issues threatening design loss
  • Rapid file growth and management problems
  • Collaboration bottlenecks with multiple designers
  • Lack of version history for design decisions

Current setup

My Role

Lead UX Designer, responsible for:

  • Project leadership and stakeholder management
  • Workflow analysis and improvement
  • Concept development and iteration
  • Team collaboration facilitation
  • Implementation strategy creation

The Process

1. Reassessment and Alignment

I began by analyzing current pain points and setting clear objectives for improvement. Using Spotify’s Figma organization method as inspiration, I developed an initial proposal for a new Figma structure.

proposal

The Process

2. Collaborative Refinement

I facilitated workshops with the design team to refine and simplify the proposed solution, ensuring buy-in and addressing concerns.

Workflow

The Process

3. Innovative File Structure: The Two-Project System

To break down the complex workflow into manageable pieces, I developed a unique two-project system:

  • Catalogue: A centralized “source of truth” for finalized designs
  • Stories: Individual files linked to GitHub issues for active work items

Second iteration

The Process

4. Implementation and Iteration

We implemented the new system and continuously refined it based on team feedback and real-world usage.

Result preview

Outcomes and Impact

This approach allowed us to:

  • Enhance discoverability of designs for both designers and developers
  • Reduce file sizes and improve performance
  • Implement better version control and design history tracking
  • Increase collaboration efficiency
  • Create a system adaptable to both corporate and startup design needs

Most importantly, the system has stood the test of time, remaining in use and continuously evolving two years after implementation.

Key Learnings

This project reinforced several crucial lessons in design leadership:

  • The importance of addressing systemic issues at the right time
  • The value of collaborative problem-solving within design teams
  • The need for flexibility and continuous iteration in workflow solutions
  • The impact of well-organized design systems on cross-functional collaboration

Conclusion

By successfully implementing this new Figma workflow, I demonstrated my ability to lead large-scale process improvements, balance the needs of diverse stakeholders, and create lasting, impactful changes in design operations. This project showcased how effective leadership, cross-functional collaboration, and iterative design thinking can overcome challenges in product development and align diverse stakeholders towards a common goal.