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UX Team Structure

Establishing a Hybrid UX Team Structure for Enhanced Collaboration​

We assisted a client in transitioning from a decentralized UX team with only 1–2 designers to a hybrid structure. By embedding UX designers into Scrum teams and establishing centralized UX leadership, we improved collaboration, reduced duplicated efforts, and increased the organization’s overall UX maturity. This restructure led to more efficient resource allocation, better product knowledge among designers, and a stronger, more integrated UX presence across all product teams.

Challenge

A client approached our consultancy struggling with an under-resourced and inefficient UX team structure. Operating with only one or two UX professionals, they faced significant challenges:

  • Limited Involvement: UX staff were not consistently integrated into project or product teams. As a result, these teams often forgot to involve UX professionals in their workflows, strategic conversations, meetings, or activities—not out of disregard, but because UX wasn’t top of mind.
  • Low UX Maturity: The organization’s low UX maturity meant that UX professionals found it challenging to assert their perspectives during disagreements with developers and other team members. Their input was frequently overlooked or undervalued.
  • Lack of Collaboration and Alignment: Without a centralized design system, UX framework, or research insights repository, there was duplication of efforts. UX professionals unknowingly recreated deliverables, research plans, or design elements from scratch instead of leveraging existing resources.
  • Absence of UX Leadership: No designated UX management meant there were no ongoing process improvements or efforts to enhance the quality and productivity of UX work.
  • Inefficient Resource Allocation: Project-by-project prioritization was needed, but without a structured system, UX allocation was inconsistent and inefficient.

Approach

To address these challenges, we proposed restructuring the UX team from a decentralized model to a hybrid structure that combines the benefits of both centralized and decentralized approaches.

  • Embed UX Designers into Scrum Teams:
    • As Scrum teams were forming around specific product areas, we integrated dedicated Product Designers into these teams.
    • Each Product Designer would work closely with and report to the Scrum Product Owner (PO) for day-to-day direction, allowing them to gain deep product knowledge and become integral team members.
    • This long-term collaboration fosters true partnerships, ensuring UX professionals are involved in critical conversations, meetings, and activities.
  • Establish Centralized UX Leadership:
    • For career development, personal growth, and mentorship, UX Designers would report to a UX Manager.
    • The UX Manager is responsible for overseeing the company’s overall UX efforts, driving process improvements, and ensuring continuous enhancements in quality and productivity.
  • Create UX Communities and Alignment Practices:
    • To combat the low UX maturity and promote alignment, we organized regular UX team meetings, design reviews, and community sessions (including vent sessions and brainstorming meetings).
    • These gatherings serve as platforms for collaboration, knowledge sharing, and maintaining a unified design approach across different product teams.
  • Develop Centralized Resources:
    • Introduced a centralized design system, UX framework, and research insights repository.
    • This ensures that UX professionals can leverage existing assets, reducing duplication of work and promoting consistency in design elements and research methodologies.
  • Implement a Matrix for UX Allocation:
    • Established a matrix system to act as a custodian for UX resource allocation.
    • This allowed for efficient project-by-project prioritization, ensuring that UX efforts are directed where they are most needed.

Results

The shift to a hybrid UX team structure yielded significant benefits:

  • Enhanced Collaboration and Inclusion:
    • UX professionals became integral members of their respective product teams, leading to better collaboration and inclusion in strategic decisions.
    • Their consistent presence raised the team’s UX maturity, making their perspectives more valued and influential.
  • Improved Efficiency and Consistency:
    • The centralized design resources reduced wasted effort and duplication, as designers could now build upon existing work.
    • Consistency in design elements and research practices improved the overall user experience across products.
  • Continuous Process Improvement:
    • With a UX Manager in place, there was a dedicated focus on enhancing UX processes, leading to higher quality work and increased productivity.
    • Regular UX meetings and community sessions fostered a culture of continuous learning and improvement.
  • Effective Resource Allocation:
    • The matrix system ensured that UX resources were allocated efficiently based on project needs and priorities.
    • This led to better project outcomes and optimized the impact of the UX team despite its small size.
  • Increased Product Knowledge:
    • UX Designers gained deeper insights into their product areas, enabling them to contribute more effectively and create designs that truly meet user needs.