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UX DESIGN WITH
DISTRIBUTED TEAMS
how to ideate, prototype & research together remotely
Johannes Baeck - @jbaeck - johannesbaeck.com
UX Camp Hamburg - August 2015
Hi, I'm Johannes
• M.A. International 

Information Management
• UX Consultant & Designer 

at usability.de 

(before: Aperto Berlin, IBM)
• Lecturer User-centered Design

at the University of Hildesheim
• UX Design Mentor 

at CareerFoundry
• Maker of Music

at the piano and with my ukulele
@jbaeck
Lately, I have been working more 

and more with distributed teams
Hannover
Berlin Pune
Hamburg
Fürth
Nürnberg
Lately, I have been working more 

and more with distributed teams
London Hannover
San Francisco
New York
And yes I have been in awful
conference calls
“A conference call in real life”
https://youtu.be/DYu_bGbZiiQ
My recent experience with
distributed teams has been
quite good!
!
There are many types of distribution
All distributedOne/some remote Teams in different
locations
inspired by James Kalbach (http://blog.mural.ly/remote-design-collaboration-survey-results-part-1/)
Some all-distributed startups have
been designing great products
So how can we make user
experience design with
distributed teams work?
?
Let’s have a closer look at our process
User Research & Testing
Planning & IdeationPrototyping & Design
Communication

& Team Work
Planning & Ideation
with Distributed Teams
Ideation sessions using shared 

virtual whiteboards
Distributed agency Hanno uses virtual sticky notes in 

mural.ly for remote design thinking ideation sessions.
https://logbook.hanno.co/remote-design-thinking-with-murally/
Designers at EightShapes use document cameras and screen
sharing to see what their teammate is sketching in real time.
Sharing paper sketches remotely 

with document cameras
http://www.eightshapes.com/blog/2011/08/19/sharing-sketches-remotely/
Co-located workshops as a starting
point for remote collaboration
An effective design studio session at the beginning of a project
can set the stage for further remote team work.
Prototyping & Design 

with Distributed Teams
https://flic.kr/p/89qQcz
Hovering ADs
hoveringartdirectors.tumblr.com
fallback when nothing
else works out
Show, don’t tell — always have a
flexible screen sharing stack available
for this one
corporate client
standard for
internal use
new standard for
corporate clients?
MY CURRENT SETUP
Let stakeholders directly interact 

with the design you are talking about
InVision LiveShare gives every participant a cursor and the
possibility to directly comment inside the design layout
Axure Team Projects make both
remote and non-remote work easier
Axure Team Projects let designers work together in one file 

with version control.
Set up a workable spec workflow 

and adapt to developer tools
UX Design Team
Dev Team
Product 

Management
EXAMPLE SETUP
JIRA Agile Board 

for functional spec 

and clarification
Confluence Wiki 

for requirements 

and research data
Hosted Axure prototype 

incl. visual design spec 

with version history
User Research & Testing
with Distributed Teams
Why remote user research?
• Reach globally distributed users in their natural environment
• Save time and money (do more iterations)
• Have more research tools in your toolbox
• Moderated (e.g. screen-sharing)
• Self-moderated / Automated (e.g. usertesting.com)
• Diary studies
Involve remote stakeholders by
streaming research sessions
Dubai
Stakeholder
Location D
Test Participant
Location B
User Researchers
Location A
Stakeholders
Location E
ScreenSharing
Streaming
Before you start with remote research
• Know your audience

(are they tech-savvy? how well do they speak your language?)
• Prepare for technology and connectivity issues
• People may behave differently remotely 

(scheduling: people less committed to being there, trust: 

“can you control my computer?”)
• Combine with contextual interviews or lab usability tests for
better results — if possible
Communication & Team Work
with Distributed Teams
https://flic.kr/p/bra8Y4
Be aware of your remote constellation
and deliberately rethink your process
- Leif Singer (iDoneThis)
On a high level I think just being aware that you need to have a
remote strategy is important. Don't assume that things will
work the same as in a colocated situation. Don't assume that
it will just work. Try to communicate more than you'd actually
need to. Commit fully, or not at all.
http://www.pajamas.io/leif-singer-idonethis/
Learn to choose your mode of
communication wisely
Mail / IM / JIRA
Audio Call
Video Call
Co-located Workshop
Building trust and relationships
Exploring big ideas
Tackling complex problems
Getting “routine” work done
Following a “maker schedule”
Clarifying urgent issues
Build and keep connections
Virtual presence 

Sqwiggle shows a snapshot of

each team member which updates

throughout the day
In-person meetups

Distributed team at Zapier 

on a company retreat
https://zapier.com/learn/the-ultimate-guide-to-remote-working/how-build-culture-remote-team / www.sqwiggle.com
Balance remote / non-remote
meetings — prepare & facilitate!
- Jason Fried (Basecamp)
By rationing in-person meetings, their status is evaluated to
that of a rare treat. They become something to be savored,
something special.
http://37signals.com/remote/
But why should I care?
Let’s just avoid working with
distributed teams altogether…
?
Why thinking about your remote 

ux process might prove useful
• You might not be able to avoid working remotely - so make 

the most of it!
• You get access to more users for user research and you 

can involve more stakeholders
• Your process becomes more flexible — 

do more iterations (e.g. ideation sessions)
Thanks!
Let’s connect
• twitter.com/jbaeck
• xing.to/jbaeck
• de.linkedin.com/in/johannesbaeck

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UX Design With Distributed Teams

  • 1. UX DESIGN WITH DISTRIBUTED TEAMS how to ideate, prototype & research together remotely Johannes Baeck - @jbaeck - johannesbaeck.com UX Camp Hamburg - August 2015
  • 2. Hi, I'm Johannes • M.A. International 
 Information Management • UX Consultant & Designer 
 at usability.de 
 (before: Aperto Berlin, IBM) • Lecturer User-centered Design
 at the University of Hildesheim • UX Design Mentor 
 at CareerFoundry • Maker of Music
 at the piano and with my ukulele @jbaeck
  • 3. Lately, I have been working more 
 and more with distributed teams Hannover Berlin Pune Hamburg Fürth Nürnberg
  • 4. Lately, I have been working more 
 and more with distributed teams London Hannover San Francisco New York
  • 5. And yes I have been in awful conference calls “A conference call in real life” https://youtu.be/DYu_bGbZiiQ
  • 6. My recent experience with distributed teams has been quite good! !
  • 7. There are many types of distribution All distributedOne/some remote Teams in different locations inspired by James Kalbach (http://blog.mural.ly/remote-design-collaboration-survey-results-part-1/)
  • 8. Some all-distributed startups have been designing great products
  • 9. So how can we make user experience design with distributed teams work? ?
  • 10. Let’s have a closer look at our process User Research & Testing Planning & IdeationPrototyping & Design Communication
 & Team Work
  • 11. Planning & Ideation with Distributed Teams
  • 12. Ideation sessions using shared 
 virtual whiteboards Distributed agency Hanno uses virtual sticky notes in 
 mural.ly for remote design thinking ideation sessions. https://logbook.hanno.co/remote-design-thinking-with-murally/
  • 13. Designers at EightShapes use document cameras and screen sharing to see what their teammate is sketching in real time. Sharing paper sketches remotely 
 with document cameras http://www.eightshapes.com/blog/2011/08/19/sharing-sketches-remotely/
  • 14. Co-located workshops as a starting point for remote collaboration An effective design studio session at the beginning of a project can set the stage for further remote team work.
  • 15. Prototyping & Design 
 with Distributed Teams https://flic.kr/p/89qQcz
  • 17. fallback when nothing else works out Show, don’t tell — always have a flexible screen sharing stack available for this one corporate client standard for internal use new standard for corporate clients? MY CURRENT SETUP
  • 18. Let stakeholders directly interact 
 with the design you are talking about InVision LiveShare gives every participant a cursor and the possibility to directly comment inside the design layout
  • 19. Axure Team Projects make both remote and non-remote work easier Axure Team Projects let designers work together in one file 
 with version control.
  • 20. Set up a workable spec workflow 
 and adapt to developer tools UX Design Team Dev Team Product 
 Management EXAMPLE SETUP JIRA Agile Board 
 for functional spec 
 and clarification Confluence Wiki 
 for requirements 
 and research data Hosted Axure prototype 
 incl. visual design spec 
 with version history
  • 21. User Research & Testing with Distributed Teams
  • 22. Why remote user research? • Reach globally distributed users in their natural environment • Save time and money (do more iterations) • Have more research tools in your toolbox • Moderated (e.g. screen-sharing) • Self-moderated / Automated (e.g. usertesting.com) • Diary studies
  • 23. Involve remote stakeholders by streaming research sessions Dubai Stakeholder Location D Test Participant Location B User Researchers Location A Stakeholders Location E ScreenSharing Streaming
  • 24. Before you start with remote research • Know your audience
 (are they tech-savvy? how well do they speak your language?) • Prepare for technology and connectivity issues • People may behave differently remotely 
 (scheduling: people less committed to being there, trust: 
 “can you control my computer?”) • Combine with contextual interviews or lab usability tests for better results — if possible
  • 25. Communication & Team Work with Distributed Teams https://flic.kr/p/bra8Y4
  • 26. Be aware of your remote constellation and deliberately rethink your process - Leif Singer (iDoneThis) On a high level I think just being aware that you need to have a remote strategy is important. Don't assume that things will work the same as in a colocated situation. Don't assume that it will just work. Try to communicate more than you'd actually need to. Commit fully, or not at all. http://www.pajamas.io/leif-singer-idonethis/
  • 27. Learn to choose your mode of communication wisely Mail / IM / JIRA Audio Call Video Call Co-located Workshop Building trust and relationships Exploring big ideas Tackling complex problems Getting “routine” work done Following a “maker schedule” Clarifying urgent issues
  • 28. Build and keep connections Virtual presence 
 Sqwiggle shows a snapshot of
 each team member which updates
 throughout the day In-person meetups
 Distributed team at Zapier 
 on a company retreat https://zapier.com/learn/the-ultimate-guide-to-remote-working/how-build-culture-remote-team / www.sqwiggle.com
  • 29. Balance remote / non-remote meetings — prepare & facilitate! - Jason Fried (Basecamp) By rationing in-person meetings, their status is evaluated to that of a rare treat. They become something to be savored, something special. http://37signals.com/remote/
  • 30. But why should I care? Let’s just avoid working with distributed teams altogether… ?
  • 31. Why thinking about your remote 
 ux process might prove useful • You might not be able to avoid working remotely - so make 
 the most of it! • You get access to more users for user research and you 
 can involve more stakeholders • Your process becomes more flexible — 
 do more iterations (e.g. ideation sessions)
  • 32. Thanks! Let’s connect • twitter.com/jbaeck • xing.to/jbaeck • de.linkedin.com/in/johannesbaeck