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
"Our role often feels like being information therapists – understanding pain and helping clients align their information."
Bram WesselEnterprise Information Architecture
January 10, 2020
"Who is missing from our efforts to make our paths more frictionless?"
Dave MaloufTheme 3: Introduction and Provocation
January 8, 2024
"I’m not looking for cookie cutter candidates; I want to hear someone who’s taken the less traveled, maybe more challenging route."
Rachel Radway Katie Bingham Joe WiertelThe Many Paths Of Design Operations
September 8, 2022
"We all say empathy is foundational for good design, yet contemporary research often remains oddly distant from real human experience."
Daniel GloydDesigning From the Inside Out: How Method Acting Can Inspire Design Research
February 12, 2026
"Organizations succeed when they have a language that works today but must evolve it to survive tomorrow."
Paul Pangaro, PhDSystems Disciplines: Table Stakes for 21st Century Organizations
June 6, 2023
"Younger visitors are nearly twice as likely to engage with digital chat or help but are less satisfied afterward."
Andrew Custage Michael MallettThe Digital Journey: Research on Consumer Frustration and Loyalty
March 29, 2023
"Correlation is not causation, and a lot of people in technology don’t understand that."
Indi YoungPaying Better Attention to the Problem with Indi Young
December 12, 2019
"People often think qualitative research is easier, but it’s hard and easy in different ways depending on who you are."
Jemma Ahmed Steve Carrod Chris Geison Dr. Shadi Janansefat Christopher NashDemocratization: Working with it, not against it [Advancing Research Community Workshop Series]
July 24, 2024
"Situational disabilities like glare or temporary injuries affect a large portion of your audience and need to be considered in design."
Sheri Byrne-HaberThe Importance of Accessible Design Systems
January 8, 2024
