Table of Contents
- 3 key design mistakes I learned the hard way
- Mistake #1: Starting with a design-first approach
- 1. Too much time spent alone
- 2. Assumptions galore
- 3. Rushed to show work
- Mistake #2: Disorganized file management
- 1. Scattered research
- 2. Fragmented design files
- Mistake #3: Keeping stakeholders in the dark
- 1. Never-ending email threads
- 2. Lack of regular review processes
- 8 ways to foster collaboration in design teams
- ✅ Starting with stakeholders
- ✅ Co-creating a design brief
- ✅ Sustaining ongoing conversations
- ✅ Opening up my process
- ✅ Centralized documentation
- ✅ Bringing people together
- ✅ Consistent review cadence
- ✅ Direct feedback on work-in-progress
- Lessons learned: Focus early, collaborate often
- A note to designers
- TL;DR
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3 key design mistakes I learned the hard way
For a while, I designed like I was in witness protection—totally isolated, zero contact with the outside world. No feedback, no collaboration, just me and my beautifully flawed Figma files.
Unsurprisingly, my work started showing symptoms of design tunnel vision. The kind where everything looks polished… but nothing quite works.
Eventually, I had to face the music: great design doesn’t happen in a vacuum—it happens in conversation. And mine were long overdue.
In this article, I’m spilling the (self-roasted) tea on 3 major design mistakes I made while designing solo. Read till the end so you can avoid these pitfalls to produce more thoughtful, effective, and user-centric designs.
Let’s go!
Mistake #1: Starting with a design-first approach
In the beginning, I was solely focused on the aesthetics and functionality of my designs. I was passionate, motivated, and thrilled to dive into the creative process.
It was a thrilling journey of exploration, until it wasn’t.
Here are 3 pitfalls of independent exploration:
1. Too much time spent alone
In the pursuit of pixel-perfect design, I fell into the trap of working in isolation—head down, headphones on, deep in my own process.
While it felt like creative freedom, it cut me off from the collaborative input that makes design truly effective.
What does it cost?
- Spent time solving the wrong problems
- Burned out trying to perfect things solo
- Slower iterations due to lack of external ideas
- Delivered designs misaligned with team or tech constraints
- Missed out on early feedback that could’ve shaped better outcomes
Example:
I spent a full week crafting a detailed UI concept I was proud of—only to find out later it clashed with our dev stack and missed key user needs.
If I’d brainstormed with the team early on, we could’ve solved the right problem in half the time.
2. Assumptions galore
Without input from users or teammates, I leaned heavily on assumptions—believing I “knew what users wanted” based on my experience or intuition. (Spoiler: I didn’t.)
What does it cost?
- Built features no one needed or used
- Had to redo major parts of the product
- Wasted time on guesswork instead of research
- Lost stakeholder trust when insights were proven wrong
- Added scope creep from trying to “fix” flawed assumptions
Example:
For one feature, I assumed users would prefer advanced filters. But after launch, analytics showed barely anyone touched them.
In user testing (done too late), they told us it was overwhelming. Had I validated early, we could’ve delivered something simpler—and more useful.
3. Rushed to show work
In my eagerness to impress, I often presented polished designs too early—before they were validated, aligned, or even strategically sound. Feedback sessions became damage control.
What does it cost?
- Major rework after late-stage feedback
- Stakeholders lost confidence in my process
- Designs criticized for missing business needs
- Slowed down launches due to last-minute changes
- Emotional burnout from redoing work I was proud of
Example:
I once presented a fully designed mobile flow to stakeholders, confident in the visuals.
Within minutes, they flagged major accessibility issues and gaps in user onboarding. If I’d involved them during sketches or wireframes, we could’ve avoided a complete redesign.
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Mistake #2: Disorganized file management
Living in my silo, I frequently found myself juggling multiple tools for different facets of my design process.
While this seemed like a good idea to keep things segmented and specialized, it resulted in a disorganized workflow that was difficult to manage and reference.
Here are 2 chaos of fragmentation:
1. Scattered research
📍 Stage affected: Discovery and synthesis
This happens early in the process—when you’re trying to understand the problem and define your direction.
You can’t find insights when you need them. Synthesis takes forever. Personas, user journeys, or problem statements end up shallow or full of gaps.
What does it cost?
- Difficulty in referencing data quickly
- Slower design iterations due to lack of integration
- Crucial insights were easily overlooked or missed
- Repetitive work emerged due to scattered documentation
- Strained collaboration as teammates couldn’t easily access research
Example
- Observations sit in Miro
- Interview notes live in Notion
- Quotes get dropped in Slack
- Insights are buried in Google Docs
It was like hosting a chaotic dinner party where none of the guests spoke the same language.
2. Fragmented design files
📍 Stage affected: Design and delivery
This shows up later in the process—when you’re moving from ideas to prototypes, gathering feedback, and preparing handoff.
You’re ready to design, but the feedback’s in one place, the mockups are in another, and nobody’s sure which version is the latest. Final files? Somewhere… probably.
What does it cost?
- Increased chances of missing key feedback
- Delays in the project timeline due to inefficiencies
- Frustration from having to toggle between platforms
- Missed communications with developers and stakeholders
Example
- Early mockups lived in Figma
- Feedback came through Google Docs comments
- Developer notes were in Slack threads
- Final assets sat buried in a shared drive
It was like building a LEGO set with pieces scattered across three rooms—and no one told you what you’re even building.
Mistake #3: Keeping stakeholders in the dark
Perhaps the most significant mistake I made was not involving stakeholders early and often enough in the design process.
Here are 2 communication breakdowns:
1. Never-ending email threads
Relying heavily on email threads became one of the biggest barriers to effective communication.
Important feedback often got buried under layers of messages, leading to vital insights being missed or overlooked.
What does it cost?
- Vital feedback got lost or overlooked
- Slow response times due to cluttered inboxes
- Frustration from stakeholders and team members
- Difficulty tracking changes and feedback efficiently
- Decreased collaboration and communication clarity
Example:
In one critical project, we exchanged over 50 emails for a single design iteration. The sheer volume of messages made it nearly impossible to keep track of key feedback.
If we had used a more streamlined communication tool, we could’ve addressed feedback much more effectively and kept things on track.
2. Lack of regular review processes
We didn’t have a structured review process in place, which meant that feedback sessions were unpredictable and often came too late in the design phase.
What does it cost?
- Costly and time-consuming rework
- Feedback came too late to make substantial changes
- Missed opportunities to build stronger alignment with stakeholders
- Increased likelihood of overlooking major usability or functionality issues
- Wasted time on designs that ultimately didn’t meet stakeholder expectations
Example:
During a redesign phase, the absence of regular reviews meant that by the time stakeholders provided feedback, the design was already in its near-final state.
As a result, we had to go back and redo a significant portion of the design, which could have been avoided with more frequent, scheduled reviews. The delay led to frustration and a stretched timeline.
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8 ways to foster collaboration in design teams
If I could travel back in time and slap some sense into my past self, these are the moves I’d make to build a design process that’s less lone wolf and more teamwork makes the dream work.
✅ Starting with stakeholders
Before you even think about opening Figma, do something different: talk to the people who will judge, build, and use your design. I know, it’s hard.
How to do it:
- Map who has influence and interest in the project
- Ask, “What would make this fail?” to surface hidden risks
- Keep a running doc of stakeholder concerns and check it often
- Schedule 15-min chats with key stakeholders before kicking off
- Set clear expectations early on how and when they’ll be involved
PRO TIP: Make a Stakeholder cheatsheet — one key priority per person.
Example: “Marketing needs assets by the 15th” or “Dev worried about animation lag.”
Read more about Project Kickoff ⤵️
✅ Co-creating a design brief
Turn those initial conversations into a document people will actually read, not just another PDF that dies in the Google Drive graveyard.
How to do it:
- Use plain human language, not corporate-speak or design jargon
- Include direct quotes from stakeholders to show they were heard
- List what's NOT in scope to prevent feature creep and confusion
- Keep it to one page—no one reads War and Peace-length briefs
- Get written sign-off so no one can claim amnesia later
PRO TIP: Include a "How we'll know we're done" section with 3 concrete success metrics everyone agrees on. Prevents the ‘just one more thing’ syndrome that haunts most projects.
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✅ Sustaining ongoing conversations
Continuous dialogue doesn't mean meeting hell. It means creating a rhythm of communication that prevents surprises without requiring therapy.
How to do it:
- End every update with a specific question needing input
- Send 5-bullet updates after major milestones (no novels)
- Create a dedicated Slack channel for quick design questions
- Schedule 15-minute bi-weekly stand-ups with core team members
- Use voice messages for complex explanations instead of paragraphs
PRO TIP: Start using Traffic Light Updates—share one red item (blocker), one yellow item (concern), and one green item (win) in each check-in. Takes 2 minutes and gives everyone what they need.
✅ Opening up my process
Your half-baked wireframes and sketchy ideas are where the best collaboration happens. Stop waiting until everything's perfect.
How to do it:
- Schedule specific "Direction Sessions" for early-stage feedback
- Create multiple rough options instead of one polished concept
- Use simple sketches to focus on concepts before aesthetics
- Intentionally leave parts unfinished to invite collaboration
- Label all early work as "Explorations" not "Solutions"
PRO TIP: Add a "This Will Change" watermark on early designs. It gives stakeholders psychological permission to critique freely without fear of hurting your feelings.
✅ Centralized documentation
Consolidating all documentation in a single platform would streamline project management.
How to do it:
- Choose ONE platform as your project hub (Notion, Figma, whatever)
- Do digital cleaning every Friday—15 minutes of file organizing
- Include a "Start Here" guide for anyone joining mid-project
- Create a visual table of contents with thumbnail previews
- Use consistent file naming (project-type-version-date)
PRO TIP: Add a "Latest & Greatest" section at the top of your main project page with direct links to the current versions of everything. Saves everyone from digging through folders.
✅ Bringing people together
Make collaboration active, not passive. No one remembers the meeting where you showed slides, but they'll remember the one where they contributed.
How to do it:
- Start meetings with a 5-minute warm-up activity
- Capture actions and decisions before people leave
- Send specific questions 24 hours before workshops
- Use dot voting for quick prioritization without debate
- End with "What surprised you today?" to surface insights
PRO TIP: Try the 1-2-4-All method—Give people 1 minute to think alone, 2 minutes to discuss in pairs, 4 minutes in groups of four, then share with everyone. Prevents the loudest person from dominating.
✅ Consistent review cadence
Set a rhythm for reviews that makes feedback expected, not an ambush. Consistency builds trust faster than your promises ever will.
How to do it:
- Create a feedback template stakeholders complete beforehand
- Schedule recurring reviews on the same day/time weekly
- Record decisions and rationale in a shared document
- Send follow-up notes within 24 hours of each review
- Focus each review on no more than 3 key decisions
PRO TIP: Create "Feedback Office Hours" where you're available for drop-in sessions during set times each week. This protects your deep work time while still being accessible.
✅ Direct feedback on work-in-progress
Vague feedback is as useful as a chocolate teapot. Create systems that make it easy for people to be specific and constructive.
How to do it:
- Follow up on unclear feedback within 24 hours
- Create a ‘feedback framework’ that guides how people respond
- Number all screens so feedback can reference specific elements
- Document all feedback in a central place everyone can reference
- Ask for feedback on one aspect at a time (navigation before visuals)
PRO TIP: Use the 3W Feedback Rule: All critical feedback must include 1) What isn't working, 2) Why it matters and 3) Ways to improve. Transforms ‘I don't like it’ into something useful.
How to give better feedback ⤵️
Lessons learned: Focus early, collaborate often
The key takeaway from my experience is straightforward yet profound:
Design is about people, not just users.
It’s not just about what you create, but how you bring others along on the journey.
🔸 Collaboration over isolation: Start together, stay together. Early input from others = smarter decisions, fewer surprises, and better designs.
🔸 One source of truth > 10 scattered docs: Keep everything in one place—research, feedback, and decisions. Easy to find, easier to move fast.
🔸 Input over hero complex: Drop the hero act. Great design isn’t a solo mission—it’s a team sport. Invite input early and often.
A note to designers
We often joke about designers being introverts or poor communicators.
While there may be some truth to these stereotypes, it’s crucial to recognize that effective communication and collaboration skills can be cultivated.
So, as you embark on your next design journey, remember to break down those silos early, invite others into your process, and embrace the rich tapestry of perspectives that collaboration brings.
Happy building, and let’s co-create better, together ✌️
TL;DR
8 ways to break down the silo within design team:
- Starting with stakeholders
- Co-creating a design brief
- Sustaining ongoing conversations
- Opening up my process
- Centralized documentation
- Bringing people together
- Consistent review cadence
- Direct feedback on work-in-progress
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