Rebuilding Design Consistency at Scale
A strategic approach to transforming chaos into cohesion across multiple products
The Challenge
1. Severe Inconsistency
There was no single source of truth, leading to countless duplicated and detached components (e.g., dozens of different buttons).
3. Development Friction
The handoff to developers was chaotic, resulting in implementation discrepancies, constant rework, and shipped products with bugs and visual inconsistencies.
2. Major Inefficiency
Design files were slow and bloated, and the intended token system was unused, making the process of rebranding for clients extremely slow (1-2 months).
Discovery & Research
1. Stakeholder interviews
Research revealed pain points across teams:
- Designers: struggled with inefficient files and inconsistent
components
- Developers: lacked clear specifications
- Product managers: faced delays and inconsistent quality.
3. Competitive Analysis
Researched how other companies handled similar multi-product, white-label
scenarios
Studied design system governance models from industry leaders
2. System Audit
- Analyzed existing design files and component libraries
- Documented current handoff processes
- Mapped brand switching workflows
- Identified most commonly used and duplicated components
Key Insights
- Trust was broken - The team had lost confidence in the design system
- No clear ownership - System maintenance was everyone's and no one's responsibility
- Parallel work streams needed - We couldn't
stop all work to rebuild everything
- Governance was missing - No processes for
requesting, reviewing, or implementing changes
Strategic Approach
The Rebuild Strategy: Rather than attempting to fix the existing system (which had failed), I proposed a parallel implementation strategy
Phase 1: Foundation Building
Build new design system from scratch alongside existing work
Announce completed components for immediate use in new designs
Maintain existing designs until refactor opportunities arose
Phase 2: Pilot Implementation
I leveraged the development of a new
product (Product X) as a strategic opportunity
By using it as a testing ground to:
Prove the system's value and build team confidence.
Refine processes based on real-world usage
Phase 3: System Expansion
Roll out successful patterns to existing products
Establish governance model
Scale team involvement and ownership
Getting Buy-In
- The key to success was building trust through small wins:
- Started with foundational elements (colors, typography, spacing)
- Demonstrated clear improvements in file performance and consistency
- Involved team members in decision-making process
- Maintained transparency about challenges and progress
Design System Architecture
I implemented an atomic design methodology with clear hierarchies
Design Tokens
- Rebuilt token structure for better coherence
and scalability
- Semantic naming conventions (interactive/background/primary/standard, surface/contextual/canvas)
- Brand-agnostic base tokens with brand-specific overlays
- Reduced brand switching time from 4-8 weeks to days
Component Library Structure
Atoms: Basic elements (buttons, inputs,
icons)
Molecules: Simple combinations (search bars, card headers)
Organisms: Complex interface sections (navigation, product cards)
Templates: Layout structures and page frameworks
Governance & Collaboration
Hybrid Governance Model: The hybrid model combines a federated and centralized approach for managing a design system. In this structure:
Advantages: This model offers a balance between
centralized control and distributed autonomy
Consideration: Its success depends on clearly defining the balance of
control and freedom, requiring strong communication and guidelines to ensure consistency.
Component Request Process
Streamlined Component Request Workflow To maintain system integrity while enabling
team autonomy, I developed a comprehensive decision-tree workflow that guides teams through component
requests:
Initial Assessment: Teams evaluate whether existing components meet their
needs before requesting new ones
Requirements Validation: Clear criteria determine whether modifications to
existing components or entirely new elements are needed
Reusability Evaluation: Components must demonstrate potential for
cross-product usage to justify inclusion in the core system
Collaborative Review: Multi-stage review process involving design system
team, product teams, and development to ensure feasibility and consistency
Quality Assurance: Systematic testing for structure, naming conventions,
token usage, responsive behavior, and accessibility compliance
Naming Conventions & Guidelines
standardized rules and documentation for components and tokens, covering their naming, properties, usage guidelines, and code handoff specifications
Team Involvement
included weekly design system reviews, clear component contribution guidelines, cross-team collaboration protocols, and regular feedback-driven iterations.
Impact & Results
Quantifiable Improvements
Adoption Metrics
The new product achieved over 95% design system adoption, 98% token implementation across designs, and zero detached components.
Operational Efficiency
Brand switching cut from 4-8 weeks to 3–5 days, faster design files, developer queries down, and feature delivery 60% quicker
Qualitative Impact
Team Experience
Gained confidence through reliable, consistent components that streamlined
their workflow. - 🎨 Designers
Experienced less confusion and faster implementation. - 👩💻
Developers
Cross-team communication became smoother, stronger alignment. - 🤝
Collaboration
Overall team satisfaction and motivation increased, creating a more positive work environment. - 🚀 Morale
Product Quality
Delivered unified user experiences
across all products. - 🎯 Consistency
Reduced visual bugs and implementation errors through components. - 🐞
Reliability
Enabled faster client onboarding with dependable brand
customization. - ⚡ Efficiency
Improved compliance across products, ensuring more inclusive
experiences. - ♿ Accessibility
Scaling Success
Product X's (the new product) success sparked
expansion to other products. - 🚀 Momentum
Product A and Product B products reached 35%+ adoption in new
features. - 📈 Adoption
Product C and Product D began systematic design system integration. - 🛠️
Integration
New team members ramped up faster with clear guidelines. - 👥
Onboarding
Reflection & Future Evolution
Key Learnings
Change Management is Critical
- Building trust through small wins was
more valuable than technical perfection
- Team involvement in the process created ownership and
advocacy
- Parallel implementation reduced risk while proving value
Governance Enables Scale
- Clear processes prevent system
degradation over time
- Cross-functional collaboration improves both design and development outcomes
- Documentation and guidelines are as important as the components
themselves
Atomic Design Works for Complex Products
- Systematic approach to component hierarchy improved consistency
- Easier maintenance and updates across multiple products
- Clear mental model for team members to follow
Future Improvements
Technical Evolution
- Integrate accessibility testing into component development process
Process Refinement
- Develop metrics dashboard for ongoing system
health monitoring
- Create advanced training programs for new team members
- Establish design system contribution recognition and career paths
Scale Preparation
- Plan for international localization
and RTL language support
- Develop advanced customization capabilities for complex client
needs