When Design Ops Comes in H.O.T. : A Tale of a Transformed Design Org
Summary
TIn their first 60 days at Zendesk, Briana and Christina, a 2 person design ops team, conducted a Program Manager Audit looking at these 3 key areas: People, Process, and Portfolio. 90 days later, Product Design has transformed from a siloed, disjointed team into a well-organized, collaborative environment with a unified tool strategy, inclusive team spaces and more focus on design craft. In this talk you will learn how to not only conduct a thorough and data-centric Program Manager Audit, but how to come in H.O.T. (Humble, Orchestrated, and Timely.)
Key Insights
-
•
New design ops members conducted a comprehensive people, practice, and portfolio audit within their first 30 days to identify improvement areas.
-
•
Ops-focused discussion guides differ from typical UX research guides by addressing distinct needs across leadership and design teams.
-
•
Effective ops work requires honest, transparent, and encouraging conversations to gather actionable feedback.
-
•
The effectiveness scale with seven criteria (audience, purpose, documentation, cadence, effectiveness, participation, culture) helps objectively evaluate meetings and rituals.
-
•
UX Weekly initially suffered from low strategic value, low engagement, and unsustainable slide-heavy formats, causing decline over time.
-
•
Grounding recommendations in real user feedback and data increases leadership buy-in and ensures relevant changes.
-
•
Project charters are vital for accountability, impact communication, and timely execution of ops initiatives.
-
•
Tailoring discussion guides and recommendations to different audience levels (VPs to individual designers) enhances relevance.
-
•
Maintaining cultural elements like greetings and community connection strengthens team engagement during meetings.
-
•
Ops roles serve as linchpins balancing competing priorities and synthesizing diverse inputs into cohesive strategies.
Notable Quotes
"When design ops comes in hot, it means honest, orchestrated, and timely."
"We had 80 designers attending UX Weekly and trying to get through 64 slides in one hour. It wasn’t sustainable."
"Dogs and spam started filling the slides. That was a sign this meeting wasn’t working anymore."
"An ops-focused discussion guide helps us gather feedback from leadership and designers so our recommendations meet their needs."
"Our effectiveness scale measured audience, purpose, documentation, cadence, effectiveness, participation, and culture to rate meetings."
"We unapologetically move forward when high-level stakeholders miss deadlines, but also collect feedback via surveys."
"The project charter is our best friend for accountability, impact, and timelines."
"You need to be laser-focused as ops people—we get asked to do too many things otherwise."
"We shifted UX Weekly to Product Design Biweekly, giving the team more time to engage meaningfully."
"Ops folks are the linchpin connecting leadership and designers, orchestrating all the instruments."
Or choose a question:
More Videos
"Having a place for people to self-serve insights is really big, so they don’t ask us to repeat research."
Taylor Jennings Joe Nelson Alex KnollRepository Retrospective: Learnings from Introducing a Central Place for UX Research
March 9, 2022
"There are over 7 billion futures of right now."
Nicole AleongFuture Orientations to Everyday Life: Futures Anthropology as a Methodology
March 26, 2024
"Adobe’s Kickbox is a fantastic professional development tool, but it doesn’t drive new lines of business."
Jeff GothelfInnovation Studios: the Engines of Enterprise Experimentation
May 14, 2015
"If you don't have dedicated accessibility people, start grassroots by building empathy and rallying teams around user stories."
Saara Kamppari-MillerDesignOps for Inclusive Design and Accessibility
May 26, 2022
"Having questions about team happiness broken into person, team and product helps clear up confusion in large organizations."
Tess DixonC'mon Get Happy
September 29, 2021
"If your team sees a clear path of mastery in your organization, they’re much more likely to stay."
Liam ThurstonWhy Your Design Team Is Quitting, And How To Fix It
June 10, 2022
"Why don’t we do what we do for users but apply it to our own careers? Absolutely nutty, right? So we did."
Ian SwinsonDesigning and Driving UX Careers
June 8, 2016
"Choosing the right hill to die on is so important and so hard; the problems that matter come around again and again."
Leisa ReicheltOpening Keynote: Operating in Context
November 7, 2018
"Over-enforced design system adoption bred resentment and low morale, despite good adoption metrics."
Rachael Greene Alison DavisBuilding a Design Ops Practice that Really Works (Most of the Time)
October 2, 2025
