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
"The complexity of automating marketing content for agents varies because some want hyper-personalized brand content while others prefer general automation."
Andreas Huebner Amy Takata Craig BrookesWhat Is It Like To Be Part of The UX Team at Compass?
March 11, 2021
"Community and self-care kept me going when I felt overworked, stressed, or down during my job search."
Corey LongHiring in DesignOps: A Critical Study on How to Hire and Get Hired
September 23, 2024
"Slack has over 650 people actively talking and sharing experiences right now."
Bria AlexanderOpening Remarks
November 18, 2022
"Connection is the energy between people when they feel seen, heard, and valued without judgment."
Alla WeinbergDesign Teams Need Psychological Safety: Here’s How to Create It
September 8, 2022
"When you test inclusively, you’re learning about the people who will be directly impacted by your work, your users."
Marisa BernsteinIt Takes GRIT: Lessons from the Small, but Mighty World of Civic Usability Testing
December 9, 2021
"You can be right without making others wrong by telling a story that respects their worldview."
Jon FukudaStorytelling for DesignOps
August 17, 2023
"We moved a months-long deadlock in a matter of weeks by putting service design practices in place."
Dharani PereraThe mandala of service design: unlocking alignment and action through service design
November 20, 2025
"If accessibility is buried three levels deep in a checklist, it’s going to get missed."
Samuel ProulxFrom Standards to Innovation: Why Inclusive Design Wins
November 19, 2025
"The greatest sin of the designer is to say I have the answers and no one else is allowed to have them."
Louis RosenfeldDiscussion: What Operations can teach DesignOps
November 6, 2017