Create a Cohesive Civic Design Practice Across Agency, Vendors, and Contracts
Summary
At a large U.S. federal agency, we've partnered across agency personnel, vendors, and contracts to build a single design culture that delivers an exceptional customer experience while meeting evolving business needs. We’ve built collaboration and critique rituals, tooling approaches, and design governance processes to organize 75+ designers into a unified practice all working together on a single, digital experience. We'll share what worked, what didn't, and provide a set of principles and tactics you can use right away – in any government agency – to begin building your own cohesive design practice, even when your ecosystem is anything but cohesive.
Key Insights
-
•
Centralizing research participant recruitment and documentation streamlines user access for multiple contract teams, improving research quality and inclusivity.
-
•
Collaboration across contractor boundaries is critical and can be facilitated by shared communication tools like Slack and regular cross-team meetings.
-
•
Normalizing design tools and processes across contractors ensures consistency, speeds onboarding, and prevents duplicated effort in maintaining design systems.
-
•
A governance-driven collaboration cycle with strict adherence to accessibility and user experience standards is required to launch VA digital applications.
-
•
Making design work and patterns visible early prevents redundant efforts and clarifies which user problems are already addressed.
-
•
Dedicated centralized expert teams in accessibility, content, IA, and QA free designers to specialize and maintain quality in large-scale enterprise projects.
-
•
Legal constraints, such as the Paperwork Reduction Act, limit research interactions, requiring balancing ethical concerns with agile user research.
-
•
Contracts structured around individual products rather than whole user experiences create challenges in coordination and require extra collaborative effort.
-
•
Fostering psychological safety and informal feedback venues enables design teams from multiple companies to share work openly and improve outcomes.
-
•
The VA’s approach has led to millions of veterans using self-service tools monthly, highlighting the impact of cohesive government design practices.
Notable Quotes
"Throwing a potluck sounds easy until you realize you don’t have a group that magically reads each other’s minds, resulting in a random table of snack foods."
"Our digital experience group acts like hosts and planners making sure veterans sit down to a cohesive, inclusive meal, not just disparate dishes."
"We have over 30 contracting teams spread across roughly 10 vendors all working on parts of the veteran experience landscape."
"A government designer aims to reduce UX variation while a contractor may optimize only their single product, creating potential conflicts."
"Reliable access to veterans and other users is fundamental to running quality, inclusive research across many teams and products."
"Slack channels and weekly meetings encourage cross-contract collaboration, avoiding duplication and sharing learnings across teams."
"The collaboration cycle requires following standards for accessibility, content, design system usage, and IA or you don’t launch your product."
"We treat our shared tooling and design system as a product with a dedicated team maintaining reusable components and governance."
"Designers contribute experimental patterns back to the design system early, making their work visible even before full validation."
"We’ve seen self-service tool usage grow from hundreds to millions of veterans served monthly after launching a unified VA platform."
Or choose a question:
More Videos
"Forget about the tools 100% at the beginning of the conversation and perhaps all the way to the end."
Sofia QuinteroBeyond Tools: The Messy Business of Implementing Research Repositories
March 10, 2022
"We need more storytelling and positive use cases to help people see how AI affects their specific roles."
Frances Yllana Jorge Arango Maria Taylor Briana ThomasThe Big Question about Impact: A Panel Discussion
September 24, 2024
"Recruiting for indigenous participants via Craigslist missed the unique role community ties play, so we regrouped and connected through community organizations."
Deirdre Hirschtritt Cesar Paredes Marie PerrotResearch is Only as Good as the Relationships You Build
November 17, 2022
"Stakeholder analysis and managing stakeholders is critical in hierarchical cultures to maintain trust."
Megan BlockerA Selectively Scrappy Approach to ResearchOps
November 8, 2018
"Designers must do the internal work of self-awareness and reflection before shifting power to communities."
Bria Alexander Ariel Kennan Charlotte Lee Sarah Brooks Emily Lessard Gordon Ross Joanne DongReflect and Chart Forward
December 10, 2021
"Most human-centered design tools intellectualize the process and leave many stakeholders undervalued and disconnected."
Robert Fabricant Sahibzada Mayed Nidhi Singh RathoreIndustry junctures: Paths forwards for UXR and the critical decisions that get us there [Advancing Research Community Workshop Series]
October 2, 2024
"Alignment isn’t a one-time event. You build it, and then you maintain it."
Claire DhooscheCoordinating chaos: Preventing workflow fragmentation when everyone accelerates with AI
June 9, 2026
"The best innovations often don’t start out fully formed, but evolve through constant learning and adjustment."
Jon FukudaTheme 3 Intro
September 25, 2024
"Healthcare UX needs you. Get out there, get amongst it, and start helping."
Eric ShumakeAn AMA on UX's Role in Healthcare
April 22, 2026