UX Department: Communication Guidelines Proposal
Problem Statement
The UX department currently lacks a SSOT for information sharing, making it difficult for team members (UX Researchers, Product Designers, Technical Writers, and Managers) to stay updated on strategic initiatives, project progress, process changes, and team developments. Information is scattered across multiple channels without clear guidelines on where different types of updates should be communicated.
Proposed Solution
Implement a structured communication strategy that establishes the handbook as the SSOT while leveraging Slack channels strategically for different message types. This includes creating clear guidelines for where and how to share strategic updates, project work (linked in issues/epics), learning opportunities, process changes, and team recognition.
| Message Type | SSOT | Communication Channel | Format | Frequency | Example | DRI |
|---|---|---|---|---|---|---|
| Strategic & High-Impact Updates | Handbook documentation | #ux Slack channel; #product if applicable | Brief Slack announcement + detailed handbook page; include in team meeting for Q&A if significant | As needed | Quarterly UX Memo | Valerie |
| Project & Work Updates | Dedicated project channels | Weekly digest in #ux Slack channel | Always link to issues/epics | Weekly consolidated summary | Each manager | |
| Learning & Development | Issue to drive participation | #ux Slack channel | Brief Slack announcement + issue with details | As needed | Upcoming conferences | Manager |
| Process & Operational Updates | Handbook | #ux Slack message | Update handbook first, then brief Slack summary; include in team meeting for Q&A if significant | As needed | Team realignments; Adding Design Critiques | Manager (May require additional approvals) |
| Recognition & Team Building | #ux Slack channel | @thanks Slack channel (when appropriate) | "UX Wins" posts with issue/epic links for project celebrations | Bi-weekly | Manager |
Quick reference:
| If you need to share... | Post it here |
|---|---|
| Org changes, quarterly plans, new processes | handbook + #ux Slack channel |
| Project milestone, design completion, research findings | Project channel + include in weekly consolidated summary |
| Conference, training, learning resource | issue + #ux Slack channel |
| New workflow, template, tool update | Handbook first, then #ux Slack channel |
| Team wins, celebrations, introductions | #ux Slack channel |
Expected Outcomes:
- Clear communication pathways for different types of information
- Reduced information silos and missed updates
- Improved discoverability of important team information
- Better integration between project tracking and team communications
- Established change management process for operational updates