1. Notion and Documentation

1.1 Asynchrony and Writing

Communication is key for the team to work properly. The leap to a remote culture means writing has become the main form of communication we use.

Here is more information about remote culture and effective communication.

All our documentation is on Notion. This app has a very important role in our daily work life as it gives context to tasks and projects, helping to avoid delays, dependencies and any loss of information. It also allows our colleagues to work independently and to their own schedules.

You can read about Notion and how we use it here.

The Lead Designer will be responsible for effective communication during a project. They will also make sure that all the documentation is up-to-date. They will take care of creating and detailing the tasks that they will then assign to a colleague. The responsible colleague for each task will be the individual who keeps the task’s state updated so that any member of the team can easily grasp the context of what has been done and what is still needed. The goal is to ensure that anyone joining a new task is able to understand it right away. This way, if there are similar tasks, we will avoid a cascading effect resulting in the loss of information.

1.2 Templates

In order to make the documentation process easier, we have different templates:

Meetings

Tasks

2. File Management

2.1 Introduction

We use Google Drive for file management. On Drive, you can find all our deliverables and all the necessary files and resources to carry out a project. The files that we share with the client will also be kept there. In the case of design files, the norm is that they are only kept on Figma, organising them in the way that you can see here.

‍Figma

The current basic structure on Google Drive is the following:

• Studio
  “Studio” contains all our studio-related resources.
• Projects
  “Projects” contains all active projects as well as finalised ones developed by our studio.
• Resources
  “Resources” contains all the resources that can be of use in project design, but they aren’t focused on a particular project.

2.2 Project and Folder Structures

We document each project in a different folder. All the projects follow the same naming process so that they can be easily located:

[[id]_[PROJECT NAME]

• id
  Project number. The ids have two digits, starting at 00. The ids are generated with consecutive numbers that are given as the projects are initiated so that older projects have a lower number and more recent projects will have a higher one.
  00, 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11...
• Project name
  The name of the project normally matches the name of the company. We always capitalise them and, if it has two or more words, we use spaces to separate the words.

For example:

- 17_SEAT
- 18_CHICFY
- 31_PRODUCT DESIGN HANDBOOK

This naming system will help us organise projects based on when they were started. All the projects have the same structure and organisation:

- 00_OPOSITATEST

___Design
     —00_assets
         —_archive
         — brand-assets
         — documents
             — icon-set
         — images
         — typographies

     — 01_product-definition
         —_archive
         — _briefing
         — _research

     — 02_product-design
         — _archive
         — _branding
         — _UX
         — _UI
         — _Prototype
         — _design-system

     — 03_output
         — _deliverables
         — _case-study

___Data
     —00_context
         — briefing
         — case studies
         — Roadmap
         — Kickoff

     — 01_analysis
         — quantitative analysis
             — Analytics interactions
         — qualitative analysis
             — Surveys
             — Polls
             — Interviews
             — User testing

     — 02_hypothesis
         — _[date_hypothesis name]
         — _[date_hypothesis name]
         — _[date_hypothesis name]
         — _[date_hypothesis name]

     — 03_Data implementation
         — _implementation guide
         — _implementation Audit

     — 04_SEO
         — _SEO analysis
         — _AI
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     — 05_Optimization Global Plan
         — _Global evolution of testing

‍

• 00_assets
  Brand-related elements.
• 01_ product-definition
  Documents and files related to exploration and definition of the product.
• 02_product-design
  Files related to the product design. Here you will find all the documents and files, from the UX (like Information Architecture, User Personas and Wireframes) to the interface.
• 03_output
  It must contain all files and documents that are ready to submit to the client. Everything that is submitted to the client must be stored here. From PDFs to explanations, Sketch files, videos, images, etc.

This structure serves as a base to start working. The organisation must adapt to the logical order of the project. If a folder contains information about a service that is not going to be provided, it should be deleted, and the rest should be adapted to the new order.

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