UX Workflow & Process Guideline
Department
Table of Contents
| Section | |
|---|---|
| 1 | Purpose |
| 2 | Scope |
| 3 | Definitions |
| 4 | Operating Model |
| 5 | Roles & Responsibilities |
| 6 | Step-by-Step Process |
| 7 | Asana Card Templates |
| 8 | 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. |
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
| 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. |
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. |
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. |
Asana Card Templates
UX Discovery Kickoff
| 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. |
UX Wireframe Review Request
| 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]). |
UX Handoff to UI
| 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 |