10 ways to foster an excellent design collaboration

As a New York City based design studio in the midst of a changing work culture and economy, we have been reflecting on what kinds of collaborations spark joy for us and our clients. We wondered if there are patterns that recur in some of our most rewarding relationships. The insights below capture some of the elements that we think help create positive design outcomes. The list is not exhaustive, and we welcome you to share your own ideas and suggestions with us. And, of course, the lessons below apply just as much to design teams as they do to clients.

1. Start off on the right foot

This applies both to the project as a whole, as well as individual meetings and interactions. It is crucial that both sides agree on the scope of the project and are aligned on key parameters. This includes practical considerations such as timeline and budget, as well as intangible values such as mission and goals. During meetings, don’t be afraid to be real. Humor, anecdotes, and sincere communication go a long way in creating ease. By contrast, insincerity or negativity can foster an unwelcome interaction. This is a relationship like any other, and nurturing a good-natured and mutually supportive working dynamic is vital.

2. Build mutual trust

Honesty is crucial and perhaps the most important part of any collaboration. However, authentic and productive honesty can only really occur when trust is in place. Trust can be built by assuming best intentions, transparency, and sincerity. You are working towards a shared outcome and should not be fighting each other to get to an end result. The more designers and clients regard each other as allies, the more productive and mutually beneficial the process is. Work together: brainstorming, conceptualizing, and reacting in tandem. Envision solutions that benefit everyone and serve the project’s conceptual goals rather than those that involve any particular individual or side “winning.”

3. Establish decision making hygiene

Early in the process it is imperative to decide who needs to be in which meetings and what their roles are. Decide who the stakeholders and decision makers are from the get-go. The phrase “too many cooks in the kitchen” definitely applies to design projects. It can lead to internal conflict and stalling, which benefit no one. Decisiveness moves projects along. Feedback from people outside of the core group of decision makers can sometimes be helpful, but clearly delineating who has the final say helps avoid bottlenecks and redundant work. It is always easiest to allocate roles before the process has started so that every participating player knows where they stand and doesn’t feel unheard or disrespected.

4. Be thoughtful (and specific) about language

Language choices are key to relationship building and maintenance. This is not to discourage negative or critical feedback. However, the way thoughts are articulated and communicated impacts the way they are received. Notice the good and avoid condescension. Aggressive language can feel like a power play, but it often alienates collaborators and confuses the process. Focus on a feelings- and reason-based approach. “This design makes me feel…” or “I don’t like this color because…” Avoid blaming language like “This is not successful,” and “you need to be more creative.” Compassion and a sense of humor goes a long way.

5. Focus on your expertise

Clients come to the table with their own sets of skills and experience. Designers do as well. These skills are amplified when everyone is allowed to perform to the best of their ability. If you are asking for a designer’s opinion or advice, be prepared to listen to it. Ask questions, point out problems or concerns, and share your gut reactions. But, ultimately, let designers propose solutions to design problems. Conversely, design alone cannot solve business or conceptual problems. So, focus on your core business proposition and align your design decisions to support that strategy.

6. Avoid a scarcity mindset

Though budgets, deadlines, and competition clamor for attention, an abundance mindset often yields the most productive results. There is enough good design to go around and operating from a place of fear will only hamper the process. The best design for your project or institution will surface through the power of collaboration. Give it the space and time to emerge through iteration and partnership. Do not panic if the first version you see has flaws. This is how the best result is crafted. Invest emotionally and financially in the process, share affirmations liberally, make decisions confidently. Empower both your team and the team you are collaborating with.

7. Get weird

Tapping into weirdness is fundamental in this process, as it allows us to connect the dots where we normally wouldn’t. Some of the best ideas emerge in early exploration that may at first seem strange or unproductive. Prioritize risk taking, open mindedness, and mental flexibility, and give yourself and others the time and space to experiment—at least at first. If it seems like the project is in a lull or team members are feeling demoralized, it can be helpful to pause and take the time to encourage levity, silliness, eccentricity. This approach can often bring new energy and excitement into the process.

8. Learn to let go

Throughout the design process, we often become attached to specific design ideas or preconceived expectations. This is as true for designers as is it is for design clients, and we’ve spent plenty of time defending ideas that are ultimately rejected. Similarly, we’ve seen that even the best clients will have a crisis moment where we ask them to let go of original expectations and ideas that no longer feel consistent with the design direction. These are often moments of freedom—moments where creativity and innovation can blossom.

9. Recognize your own agency

Conflict is inevitable in any creative process, and we always try to encounter it with curiosity, openness, and compassion. It’s important not to be afraid of uncomfortable conversations, as productive friction can help designers and clients communicate effectively and synthesize divergent perspectives. Though these moments are thankfully rare, there are worst case scenarios in which designers and clients can ultimately choose to walk away from a project. Remembering that everybody has agency in the process can be liberating.

10. Turn collaborations into friendships

Some of the best collaborators become personal friends and professional advocates. We love to keep in touch, whether it’s casual communication, recommendations for future projects, or advice on how best to sustain and advance each other’s work. Years beyond the original project, it’s rewarding to see how a design we created has evolved, uplifting an organization and the people they serve. It is empowering to witness how these collaborations can truly shape the spaces and stories we imagine together.