Design Review Process Guide: Definition, Steps & Types

What is a design review?

Definition and purpose

A design review is a formal process used to evaluate the design aspects of a project or product to make sure they meet the defined requirements and standards before proceeding to the next phase of development. 

The goal is to identify potential issues, validate design decisions, and establish alignment with project objectives, thereby minimizing risks and preventing costly changes later in the project lifecycle.

Objectives of a design review include the following:

• Ensure design feasibility: Confirm that the design can be realistically implemented within the project’s technical, financial, and time constraints.
• Validate requirements compliance: See to it that the design meets all the functional, performance, and regulatory requirements defined at the project’s outset.
• Identify and mitigate risks: Detect any potential design flaws or risks that could lead to failures or delays in later stages.
• Enhance stakeholder alignment: Ensure that all stakeholders are on the same page regarding the design, reducing the likelihood of misunderstandings or misaligned expectations.
• Facilitate informed decision-making: Provide a basis for making informed decisions about moving forward with the design, making adjustments, or revisiting earlier project phases if necessary.

Why does design review matter?

Design reviews are crucial because they serve as a quality control mechanism. They keep the project on track and aligned with its intended goals, making them a crucial consideration when defining a project management system. 

They provide a structured opportunity to catch potential issues early, saving time and resources by preventing costly rework. 

Key reasons why design reviews matter:

• Quality assurance: Design reviews help maintain high standards by ensuring the design meets all required specifications and quality benchmarks.
• Risk management: They allow teams to identify and address potential risks early in the process, reducing the likelihood of significant issues arising later.
• Cost efficiency: By catching errors or design flaws before development begins, design reviews help avoid expensive rework and delays.
• Stakeholder alignment: Regular reviews keep all stakeholders informed and aligned, ensuring that everyone has a clear understanding of the project’s direction and progress.
• Innovation and improvement: The review process encourages feedback and brainstorming, which can lead to improvements in the design and potentially uncover better solutions.

In essence, design reviews are a proactive step in project management that not only safeguard the project’s success but also contribute to more efficient and effective project execution.

Types of design reviews

Stakeholder design reviews 

A stakeholder design review involves gathering feedback from key stakeholders, including clients, end-users, and team members, to ascertain that the design aligns with their expectations and project objectives. 

During the stakeholder design review, the design is presented in detail, and stakeholders are invited to provide their input, ask questions, and express any concerns they might have. The goal is to make sure that all stakeholder perspectives are considered before the project moves forward.

Key aspects of a stakeholder design review:

• Alignment with stakeholder needs: Guarantees the design addresses the specific needs and requirements of all key stakeholders.
• Early detection of issues: Provides an opportunity to identify and address potential concerns or misalignments early in the process.
• Enhanced buy-in: Involving stakeholders in the review process fosters a sense of ownership and increases their buy-in and support for the project.
• Clear communication: Facilitates open communication between the design team and stakeholders, ensuring that everyone is on the same page.
• Decision-making support: Offers a platform for making informed decisions about design adjustments or approvals based on stakeholder feedback.

Peer design reviews 

A peer design review is a collaborative process where members of the design team or professionals with similar expertise evaluate each other’s work to ensure it meets the project’s technical and quality standards. 

This type of review is particularly valuable because peers can provide insightful feedback based on their own experience and knowledge, which can lead to improvements in the design.

The goal is to catch errors, improve the design’s quality, and ensure that it adheres to the project’s technical requirements.

Key aspects of a peer design review:

• Expert feedback: Leverages the expertise of peers who understand the technical nuances and challenges of the design.
• Error detection: Helps identify mistakes or oversights that may have been missed by the original designer, improving overall design quality.
• Knowledge sharing: Encourages the exchange of ideas and best practices within the team, fostering a culture of continuous improvement.
• Technical validation: Ensures that the design aligns with technical standards and project requirements, reducing the risk of issues later in the project.
• Collaboration and learning: Provides a platform for team members to learn from one another and collaboratively refine the design.

Customer design reviews

A customer design review is a process that involves presenting the design to the end customer for their evaluation and feedback. 

Unlike internal reviews, this type of review focuses on ensuring that the design meets the customer’s specific needs, preferences, and expectations. 

It’s an opportunity to verify that the design aligns with what the customer envisioned and provides them with a chance to suggest changes before the project plan advances to later stages. 

Key aspects of a customer design review:

• Customer satisfaction: Ensures that the design meets or exceeds the customer’s expectations and requirements, leading to higher satisfaction.
• Direct feedback: Provides the design team with direct input from the customer, allowing for adjustments that align more closely with their vision.
• Pre-delivery validation: Acts as a final checkpoint before the project moves into development or production, reducing the risk of rework or dissatisfaction later.
• Relationship building: Strengthens the relationship between the project team and the customer by involving them in the design process and showing that their input is valued.
• Expectation management: Helps to manage and clarify expectations, ensuring that both the design team and the customer have a shared understanding of the project’s direction.

Steps of the design review process

Whether you’re using an innovative project management strategy or employing a top-down approach, there are a few clear steps you should follow during design review.

Planning the design review 

This initial step ensures the design review process is focused and productive. During this phase, it’s crucial to organize all the necessary details such as the scope of the work, objectives, and participants of the review. Some of the main considerations during this step are:

• Defining the scope: Clearly outline which aspects of the design will be reviewed to keep the meeting focused and prevent it from becoming too broad.
• Setting objectives: Establish what the review is meant to achieve, whether it’s validating the design against requirements, identifying potential issues, or gathering stakeholder feedback.
• Selecting participants: Choose the right mix of participants, including designers, engineers, stakeholders, and possibly customers, to ensure a comprehensive review.
• Preparing materials: Gather all necessary design documents, models, or prototypes in advance so that the review can proceed smoothly.
• Creating an agenda: Develop a structured agenda that outlines the topics to be covered, the sequence of discussions, and the time allotted for each section.

Conducting the review 

Building on the foundation set in the planning phase, the review kicks off with a brief recap of the objectives and scope to ensure everyone is on the same page. Once the groundwork is laid, the design is presented for evaluation.

During this step, it’s essential to focus on a few key actions:

• Facilitating discussion: Encourage open and constructive dialogue among participants, making sure that all perspectives are considered and that the discussion remains aligned with the review’s objectives.
• Documenting feedback: Capture all the feedback, questions, and concerns raised during the review, ensuring nothing is overlooked and that each point is addressed in the next steps.
• Managing time: Adhere closely to the agenda to keep the review on track and ensure that each aspect of the design receives the attention it deserves without unnecessary delays.
• Clarifying next steps: Before wrapping up, summarize the main takeaways and clearly outline any follow-up actions or decisions that need to be made, providing a clear path forward.

Documenting and following up

Documenting the design review is crucial across all project management methodologies. 

Documentation and further discussion guarantee that all the insights, feedback, and decisions from the review are captured accurately. It also gives the team a chance to confirm any necessary actions are clearly defined. 

Some important tasks to focus on during this phase include:

• Detailed documentation: Compile all feedback, decisions, and action items from the review into a clear and comprehensive document. This serves as a reference point for the team and stakeholders moving forward.
• Assigning responsibilities: Clearly define who is responsible for each follow-up action or task, ensuring accountability and clarity on next steps.
• Setting deadlines: Establish timelines for when each action item should be completed, helping to maintain momentum and keep the project on schedule.
• Communicating outcomes: Share the documented outcomes with all relevant stakeholders to keep everyone informed and aligned on the next steps.

The role of a project manager in design reviews

A project manager plays an important role in design review. They organize the process, involve key stakeholders, and make sure feedback translates into actionable steps.

Facilitate effective reviews 

To begin, project managers prepare a clear agenda that outlines the key areas of the design to be reviewed. By selecting the right mix of stakeholders, such as designers, engineers, and end users, they guarantee that the review benefits from diverse perspectives and expertise.

During the review, project managers guide the discussion to stay aligned with the objectives, stepping in to refocus the conversation if it drifts off-topic. Effective time management is also a key responsibility, as project managers make certain that the review progresses according to the agenda, giving each section the appropriate amount of attention without allowing any part to dominate the meeting.

After the discussion, project managers are responsible for documenting the key takeaways, decisions, and action items, which ensures that the feedback gathered during the review leads to tangible improvements. Following up on these action items, the project manager helps to keep the team informed, maintaining momentum and ensuring that the project continues to move forward smoothly. 

Ensure stakeholder alignment 

Project managers make sure that all relevant stakeholders are included in the review process and that their perspectives are heard and considered. Before the review, the project manager clearly communicates the review’s objectives, scope, and agenda to all participants, seeing to it that everyone understands the purpose and expectations.

During the review, the project manager facilitates discussions in a way that balances differing viewpoints, helping to mediate any conflicts and guiding the group towards consensus. They ensure that all feedback is documented and that any decisions made are agreed upon by all stakeholders. Later, the project manager follows up with a summary of the key outcomes and action items, providing a clear path forward that reflects the input from all parties. 

Manage feedback and revisions

Building on the alignment achieved during the review, the project manager then takes on the task of managing feedback and revisions. They carefully compile all the feedback provided, ensuring that it is well-documented and clearly communicated to the design team. The project manager then categorizing the feedback based on priority categories like: 

• Immediate fixes 
• Essential changes
• Suggestions for future consideration

Once the feedback is organized, the project manager coordinates with the design team to develop a clear plan for implementing the revisions. Throughout this process, the project manager continues to monitor progress, addressing any new issues that arise and ensuring that the revisions are aligned with the project’s goals and stakeholder expectations.

Best practices for conducting effective design reviews 

To be successful during the design review process, it’s important that project managers focus on cooperation and make use of the right project management software for the job. 

Communication and collaboration 

It’s essential to create an open and inclusive environment where all participants feel comfortable sharing their insights and concerns. This begins with clear expectations at the start of the review.

Active listening is also key in communication during design reviews. Encouraging participants to listen carefully to each other’s input not only fosters respect but also helps to make sure that all viewpoints are considered. It’s equally important to facilitate a balanced discussion, where quieter team members are encouraged to contribute and dominant voices are managed to prevent them from overpowering the conversation.

When it comes to collaboration, project managers should see to it that all relevant stakeholders are involved in the review process. This includes not only the design team but any key stakeholders whose input is vital.

Using the right tools

Using the right tools is essential for conducting effective design reviews, as they help streamline the process, enhance collaboration, and ensure that all feedback and tasks are well-managed. 

Jira stands out for its ability to manage feedback and track issues, making it particularly useful in software development projects. By allowing project managers to create tasks or issues directly from the feedback gathered during the review, 

Jira ensures that every piece of input is actionable, and its integration with design tools like Figma makes it easy to document and trace design changes, thus keeping the project aligned with its goals.

Wrike offers a different set of strengths and is particularly good at providing a comprehensive overview of project progress. Project managers use Wrike to create detailed review workflows, assign tasks, and set deadlines, ensuring that feedback is addressed promptly. Wrike’s customizable dashboards and reporting features allow for real-time monitoring of revisions, helping the project stay on course and meet its objectives.

For teams that need to maximize flexibility, Clickup is an excellent choice. It supports design reviews by enabling project managers to create custom workflows that suit their team’s specific needs. 

ClickUp allows feedback to be organized into actionable tasks, with clear priorities and assigned responsibilities. Its collaborative features like real-time editing and comments help teams communicate clearly during the review process. ClickUp’s visual task boards and timelines also help project managers keep everything on track by making it easy to monitor the project.