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
"Daniel Day-Lewis went so far as to suffer three broken ribs immersing in his role for My Left Foot."
Daniel GloydDesigning From the Inside Out: How Method Acting Can Inspire Design Research
February 12, 2026
"We fight fiercely for clients, but we’re honest about government limits and project scope to build trust."
Deirdre Hirschtritt Cesar Paredes Marie PerrotResearch is Only as Good as the Relationships You Build
November 17, 2022
"It was like giving a map that you could not read or even understand."
Benjamin RealMaturity Models: A Core Tool for Creating a DesignOps Strategy
October 1, 2021
"Sometimes you need to view your career like an investor, where you invest your time for the kind of impact you want."
Max Gadney Andrea Petrucci Joshua Stehr Hannah WickesAssessing UX jobs for impact in climate
August 14, 2024
"If they can do it, so can I – that’s the takeaway from these transformation stories."
Lada GorlenkoTheme 1: Intro
January 8, 2024
"In a world of AI where things are speeding up, it's more important than ever to position ourselves as teams that can actually change things."
Feyikemi AkinwolemiwaPlay to innovate: How curiosity and experimentation transform UX
March 11, 2026
"Please be sure to make sure you change your conference itinerary to your local time zone."
Bria AlexanderOpening Remarks
March 29, 2023
"Replacing the entire body with an avatar future-proofs against unanticipated identifiers like tattoos or moles."
Llewyn Paine[Demo] Deploying AI doppelgangers to de-identify user research recordings
June 5, 2024
"OKRs can sometimes suck the oxygen out of the room if they focus only on bottom-line results, missing process and experience."
Bria Alexander Benson Low Natalya Pemberton Stephanie GoldthorpeOKRs—Helpful or Harmful?
January 20, 2022
Latest Books All books
Dig deeper with the Rosenbot
Will AI eventually replace unmoderated usability testing with simulations of user behavior?
How can smaller or solo research teams scale insight sharing in large organizations?
How do organizations integrate customer feedback, survey data, and interview transcripts into a single research repository?