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
"We’re not trying to change behavior, but help researchers in their existing processes to make research faster."
Kate Towsey Basel Fakhoury Oren Friedman Graham GardnerParticipant Recruitment and Management Tools
March 12, 2026
"Documentation is important for liability and useful for patient handoffs, so notes must be concise yet detailed."
Jennifer KongJourneying toward AI-assisted documentation in healthcare
June 5, 2024
"Content is created all over and inconsistently; leadership needs to see content as the fuel driving the experience."
Kevin M. HoffmanTheme 2: Enterprise Team Journey
June 3, 2019
"Investment is attention: If the business funds you, it means they believe in what you do."
Amy MarquezINVEST: Discussion
June 15, 2018
"Invite yourself to the table by bringing actual deliverables, like storyboards and prototypes."
Gretchen AndersonScaling the Human Center
June 8, 2017
"The division between haves and have-nots is real, but history shows periods of immense innovation and progress can follow."
April ReaganLook, Think, Act: The Futures-Smart Design Organization
October 1, 2021
"We matched designers with new peer buddies outside their usual domains to encourage learning and networking."
Dante GuintuHow to Crush the Talent Crunch
September 8, 2022
"Use the latest version starring feature so your team only gets updates when they’re ready, avoiding constant notifications."
Jaime CreixemsBest Practices when Creating and Maintaining a Design System
June 7, 2023
"I like adding content to wireframes because they’re the best place for content design."
Billy CarlsonPrinciples of Team Wireframing
October 2, 2023
