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
"Insight is that aha moment, a new understanding that helps us make decisions that move us forward."
Megan Blocker Marieke McCloskey Renee ReidPositioning insight: Structuring teams, roles and careers for a changing research landscape
March 13, 2025
"AI-generated components maintain end-to-end system quality while developers focus on functionality."
Ryan Matthew Alex KurchevBridging Design and Code: AI-Powered Design System Integration
September 11, 2025
"We use storytelling to turn accessibility from just compliance into a business differentiator that executives care about."
Saara Kamppari-Miller Nicole Bergstrom Shashi JainKey Metrics: Comparing Three Letter Acronym Metrics That Include the Word “Key”
November 13, 2024
"Empathy applies to us too—we needed to understand how our own people were feeling about these layered changes."
Erin HauberDesign is Not the Frosting on the Scaled Agile Layer Cake
October 24, 2019
"Designers need to have critical conversations with stakeholders about the direction and impacts of AI."
Sheryl Cababa Ethan Marcotte Milena PribicDay 2 Panel
June 5, 2024
"There is no one right way to do things; this is deeply contextual work."
Matt LeMayYou Don’t “Get” Anyone to Do Anything
December 6, 2022
"Demonstration projects produce focused learning that supports decision making for future directions."
Ed MullenDesigning the Unseen: Enabling Institutions to Build Public Trust
November 16, 2022
"While we built amazing visions, it would take around three years to build the technical capabilities and integrations needed."
Sharbani DharBreathing Room for Delight
January 8, 2024
"CEOs and boards have shifted focus from short-term gains to long-term transformation driven by customer experience."
Iram ShahClosing Keynote: The View from the Top
June 4, 2019
