Death by a Thousand Comments: Tackling the Collaboration Overload in Modern Design
An original abstract painting by Sudha Broslawsky portraying how modern design tools might contribute to collaboration overload.
We are in a golden age of collaboration, and modern design tools have evolved into a double-edged sword. Tools like Figma and Miro have facilitated seamless, distributed teamwork and idea exchange, yet, simultaneously, sometimes put us in what feels like a never-ending cycle of commentary and opinions, a phenomenon we may for lack of better words, humorously term as "death by a thousand comments".
If you are a designer, you can probably recall a time when it seemed like there was a conference happening right within your Figma file, as co-workers converged en masse, offering live commentary and feedback. While the uptick of collaboration can sometimes infuse fresh perspectives into your design, it might also be accompanied by the stifling pressure and anxiety of being observed and critiqued in real time. Over the years, I’ve heard designers describe this experience of trying to work while seeing the hovering cursors and initials of onlookers — team members and stakeholders alike — from “distracting” to “debilitating.” This raises the question: How can we strike a balance between collaboration, and preserving a designer's creative space and sanity?
Unearthing the double-edged sword of collaborative design tools
Design tools that integrate collaboration features are quite the marvel of modern technology. They have transformed isolated efforts into vibrant, interactive spaces where ideas can flow freely and innovation is sparked at every corner. But like all good things, this coin has a flip side. The tools meant to foster collaboration can turn into platforms of undue scrutiny, where designers feel like they are constantly under a microscope, unable to experiment or make mistakes freely.
Teams sometimes overlook the potential negative repercussions of overemphasizing collaboration. It's not uncommon to find extended teams of 70 to 80 people jumping into work-in-progress files, even during the exploratory stage. This not only ramps up “performance pressure” but can also instill a sense of anxiety and vulnerability where designers might feel they are robbed of a safe space to cultivate and nurture their ideas before they are ready to be showcased. More than anything, this leads to an unproductive culture of “creation by consensus” robbing the team of the “divergence” cycle and pushing them into an urgency to respond and accommodate everyone’s feedback.
Building safe spaces of creativity amidst collaboration
So, how can we retain the collaborative spirit without feeling overwhelmed? Here are 4 strategies that might come to your rescue.
Establish a solid collaboration framework
Prioritize setting clear boundaries and expectations from the outset. A well-defined framework of collaboration will serve as the roadmap guiding collaborative efforts, ensuring they are constructive rather than intrusive.
Tactic: Clearly communicating the role of each of the teams involved, the tools & technology that will be used, and the rules of engagement early on in the project sets the team up for a successful collaboration, including defining when certain artifacts are open for feedback and comments. Enriching this approach with well-defined documentation not only standardizes procedures but also empowers team members to operate with autonomy.
Define the core and extended teams
Recognize the importance of delineating the core team, the extended team, and the broader team. This concentric circle approach ensures everyone knows their roles and the extent of their engagement, leading to clarity and streamlined communication.
Tactic: Implementing a three-tiered concentric circle framework can be an invaluable tool for pinpointing the ideal collaboration partners throughout the various stages of a project. The first circle encapsulates your core team — the dedicated group that collaborates closely on a daily basis. The second circle encompasses your extended team — stakeholders who provide their input at regular, defined junctures, albeit less frequently than the core members. The third circle includes a wider array of influencers and decision-makers, who step in at pivotal moments to guide the project's trajectory. Using this framework, coupled with a comprehensive communication strategy, not only ensures everyone stays in the loop, reducing the fear of missing out (FOMO) but also fosters a positive environment where the core team can cultivate trust and symbiotic relationships, nurturing the right environment for co-creation and innovation.
Implement a structured review process
Facilitate a balanced review process, where sharing and feedback happen at agreed-upon times within the appropriate circle of collaborators. This helps in averting the barrage of constant feedback and promotes focused, quality input.
Tactic: Articulate your goals and milestones early in a project. This foundational step ensures that the subsequent review meetings and feedback mechanisms are efficient and resonate well with your team's dynamics. Instituting a structured approach to feedback, ideation, and co-creation nurtures a positive culture where cross-functional teams can thrive.
Create alternate spaces for reviews and feedback
When and where needed, create duplicate files or versions specifically for reviews and feedback. This protects the sanctity of the working files while allowing for a platform where others can gather their thoughts and provide comments within a defined timeframe.
Tactic: Establish a clear protocol about the timing and methodology of file sharing and management, especially when you opt to share duplicate or versioned files with collaborators. Complement this with a systematic approach to reviewing and prioritizing comments, addressing and committing the changes to the main file, as well as clearly communicating progress and resolutions back to the collaborators. This strategy acts as a safeguard, protecting the team from ill-timed feedback and disruptions, and providing them with a safe space for creation and innovation.
Collaboration is a powerful catalyst for innovation and growth, and modern design tools like Figma and Miro play a huge part in harnessing this power. However, like any potent substance, it demands careful handling. By cultivating a structured and respectful collaborative environment, we can ensure that modern tools serve in fostering creativity, without inviting the feared "death by a thousand comments".
