UX Workflow & Process Guideline

Department

Summary

How Creative executes UX work: discovery and research, information architecture and strategy, design exploration (wireframes, review, interaction design), validation and handoff to UI. Four phases with checkpoints, decision points, and Asana templates for discovery, wireframe review, and UX→UI handoff.

	Section
1	Summary
2	Purpose
3	Prerequisites
4	Scope
5	Definitions
6	Operating Model
7	Roles & Responsibilities
8	Step-by-Step Process
9	UX Workflow Checklist (Creative Use)

Purpose

This guideline defines how Kiluth’s Creative department executes UX work: discovery, research, information architecture, design exploration, validation, and handoff to UI design.

Outcome
UX work is executed consistently, handoffs are clear, and sign-off proofs are easy to find. UI design can start with complete UX artifacts.

Prerequisites

Before proceeding with this document, please review the following documents:

#	Document	Purpose
1	Human-First Operational Writing Standard	Understand Kiluth’s writing standards and operating model concepts
2	Delivery Production & Resource Allocation Guideline	Understand delivery execution, sprint planning, and work tracking
3	Onboarding Guideline	Understand how Kiluth uses Asana, Google Workspace, and other core tools

Scope

This guideline covers the UX workflow from project activation through handoff to UI design:

	Included
1	Discovery and research (brief review, stakeholder alignment, user research, personas, journey mapping)
2	Information architecture and strategy (content audit, sitemap, user flows, content strategy)
3	Design exploration (wireframing, wireframe review, interaction design)
4	Validation and handoff (prototyping, usability testing, iteration, UX handoff to UI)

This guideline does not cover:

	Not included
1	UI visual design (see UI Workflow & Process Guideline)
2	Development execution (see Technology guidelines)
3	Project planning and task assignment (see Delivery Production & Resource Allocation Guideline)

Definitions

Term	Definition
Checkpoint	A required completion point before proceeding to the next step
Decision point	A branching choice (e.g., proceed vs. iterate) with an explicit recorded outcome
Sign-off proof	Evidence that a step is approved (email confirmation or signed document; signed document required for contract-related decisions)
Wireframe	Low-fidelity visual representation of page structure, layout, and content hierarchy
User flow	A diagram showing the path a user takes to complete a task or achieve a goal
Prototype	An interactive representation of the design used for testing and validation
UX handoff artifacts	Complete set of deliverables needed for UI design to start (wireframes, user flows, interaction specs, research summary)

Operating Model

This document follows Kiluth’s standard operating model. See Onboarding Guideline for details on Asana usage, checkpoints, decision points, and handoff processes.

	Operating Model
1	Asana is the system of record for work tracking, approvals, and handoffs.
2	Use checkpoints and decision points: don’t move forward until the previous step is “done”, and branches are explicit.
3	Handoff order: upstream defines handoff artifacts/exit criteria; downstream defines execution after handoff.

Outcome
At any point, we can answer: what’s the current state, who owns it, and what’s needed to move forward.

Roles & Responsibilities

Role	Responsibility
UX Designer	Executes UX work: discovery, research, wireframing, prototyping, validation, and handoff to UI
Project Manager (PM)	Creates UX tasks during post-activation estimation, tracks progress, coordinates stakeholder reviews
Account Executive (AE)	Coordinates client sign-offs, maintains sign-off proof links
UI Designer	Receives UX handoff artifacts and executes visual design
Stakeholders	Reviews and approves UX deliverables at defined checkpoints

Step-by-Step Process

Phase 1: Discovery & Research

	Step
1	Brief review (Checkpoint): Review project brief, requirements, and constraints. Document questions and assumptions. Link brief in Asana task.
2	Stakeholder alignment (Checkpoint): Schedule kickoff meeting with stakeholders. Confirm goals, success metrics, timeline, and constraints. Document meeting notes and link in Asana.
3	User research (Optional but recommended if budget/timeline allocated): Conduct user interviews, surveys, or review existing analytics. Document findings and insights. Link research summary in Asana.
4	User personas (Checkpoint): Create 1–3 user personas based on research. Include goals, pain points, and behaviors. Link personas in Asana.
5	User journey mapping (Checkpoint): Map current and ideal user journeys. Identify pain points and opportunities. Link journey maps in Asana.

Outcome
Project context is clear, user needs are understood, and research artifacts are documented and linkable.

When starting UX discovery, create an Asana task using the template below.

	Asana Card Template
Title	UX Discovery: [Client Name] – [Project Title]
Assignee	UX Designer
Description	Please begin UX discovery for this project: References • Project card: [Link] • Project brief: [Link] • Signed brief / SOW: [Link] Discovery tasks • Review brief and document questions/assumptions • Schedule stakeholder kickoff meeting • Conduct user research (if budget/timeline allocated) • Create user personas (1–3) • Map user journeys Checkpoint Proceed when discovery artifacts are documented and linked in Asana.

Phase 2: Information Architecture & Strategy

	Step
6	Content audit (Checkpoint): Inventory existing content and identify gaps. Document findings.
7	Sitemap (Checkpoint): Create hierarchical sitemap showing page structure and relationships. Proceed when stakeholder sign-off proof is linked (Sign-off proof: [Link]).
8	User flows (Checkpoint): Document key user flows (happy path and edge cases). Show decision points and branches. Link flows in Asana.
9	Content strategy (Checkpoint): Define content requirements, hierarchy, and messaging. Document content strategy and link in Asana.

Outcome
Information architecture is defined, user flows are documented, and content strategy is clear.

Phase 3: Design Exploration

	Step
10	Wireframing (Checkpoint): Create low-fidelity wireframes for key screens/flows. Focus on structure, hierarchy, and layout. Link wireframes in Asana.
11	Wireframe review (Checkpoint): Present wireframes to stakeholders. Collect feedback and iterate. Proceed when stakeholder sign-off proof is linked (Sign-off proof: [Link]).
12	Interaction design (Checkpoint): Define micro-interactions, transitions, and states (loading, error, empty, success). Document interaction specs and link in Asana.

Outcome
Wireframes are approved, interaction patterns are defined, and UX design direction is clear.

When requesting stakeholder review of wireframes (step 11), create an Asana task using the template below.

	Asana Card Template
Title	Review UX wireframes: [Client Name] – [Project Title]
Assignee	Stakeholders (PM coordinates)
Description	Please review UX wireframes for approval: References • Project card: [Link] • Wireframes: [Link] • User flows: [Link] • Sitemap: [Link] Review focus • Structure and layout • Content hierarchy • User flow completeness • Alignment with requirements Checkpoint Proceed when stakeholder sign-off proof is linked (Sign-off proof: [Link]).

Phase 4: Validation & Handoff

	Step
13	Prototyping (Checkpoint): Build interactive prototype (low or high fidelity) for testing. Link prototype in Asana.
14	Usability testing (Optional but recommended if budget/timeline allocated): Test with 3–5 users. Document findings and prioritize fixes. Link test results in Asana.
15	Iteration (Decision point): Update wireframes/prototypes based on testing. Record decision: critical issues? → fix before proceeding / minor issues → proceed with fixes in next phase.
16	UX handoff to UI (Checkpoint): Deliver complete UX handoff package. Link in Asana. Proceed when UI design starts.

Decision point: Usability testing results

Outcome	Action
Critical issues found	Fix issues before proceeding to handoff. Update wireframes/prototypes. Re-test if needed.
Minor issues found	Document issues. Proceed to handoff. Fixes can be addressed during UI design or development.
No issues found	Proceed to handoff.

Outcome
UX work is validated, UX handoff artifacts are complete, and UI design can start.

When handing off to UI design (step 16), create an Asana task using the template below.

	Asana Card Template
Title	UX handoff to UI: [Client Name] – [Project Title]
Assignee	UI Designer
Description	UX work is complete. Please begin UI design: UX handoff artifacts • Wireframes: [Link] • User flows: [Link] • Interaction specs: [Link] • Research summary: [Link] • User personas: [Link] • Sitemap: [Link] References • Project card: [Link] • Wireframe sign-off proof: [Link] Checkpoint Proceed when UI design starts.

UX Workflow Checklist (Creative Use)

Discovery & Research

	Checklist
1	☐ Brief reviewed; questions/assumptions documented
2	☐ Stakeholder kickoff completed; meeting notes linked
3	☐ User research conducted (if budget/timeline allocated); findings linked
4	☐ User personas created (1–3); linked in Asana
5	☐ User journey maps created; linked in Asana

Information Architecture & Strategy

	Checklist
1	☐ Content audit completed; findings documented
2	☐ Sitemap created; stakeholder sign-off proof linked
3	☐ User flows documented; linked in Asana
4	☐ Content strategy defined; linked in Asana

Design Exploration

	Checklist
1	☐ Wireframes created for key screens/flows; linked in Asana
2	☐ Wireframe review completed; stakeholder sign-off proof linked
3	☐ Interaction design specs documented; linked in Asana

Validation & Handoff

	Checklist
1	☐ Prototype built; linked in Asana
2	☐ Usability testing completed (if budget/timeline allocated); results linked
3	☐ Iteration decision recorded (critical issues fixed or documented)
4	☐ UX handoff package complete: wireframes, user flows, interaction specs, research summary
5	☐ UX handoff task created and assigned to UI Designer

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