It was obvious that a new designer will need some sort of a map to locate the artboards within this maze. So the first thing I did was putting separate UI flows into separate Adobe XD files.
Apart from this reason, I had few other reasons to do so.
- Developers of this project prefer to have the Adobe XD prototype link, so they can easily refer to the UI flow.
- We were using Zeplin for design version controlling, where we had sectioned UIs related to separate flows.
- As the product was fast-growing, we were losing the need of having all flows in one design link because developers and other stakeholders were always looking into one focused section at a time.
Once I separated all the UI flows into different Adobe XD files and generated the links, I made sure to name the file, prototype link, and the section in Zeplin of that particular flow with the same name. I already had the Adobe XD files on Adobe cloud, So I only had to put them into separate folders named with each portal’s name. Since we were going to handover the office Adobe account to the successor, I didn’t have to bother about inviting to edit on XD files.
Discuss and Communicate your handover plan and progress to relevant stakeholders.
Preparing an entire handover was not possible to complete within a day with other things I had to work on and also given the scope of the product. Therefore, I maintained a separate Excel sheet to communicate the handover preparation plan and progress.
It included the following:
- All portals and their sections.
- Availability of design source file, prototype, and version controlling for each section.
- The planned date for knowledge transfer, the status of knowledge transfer, and documentation status
- Whether any related areas from other portals are covered within a specific KT session. (This was due to the nature of the product.)
It helped me to assure my mentor, client, and other managers that I am not leaving them at a risk or clueless about the things I worked on. Also gave them a clear picture of what I worked on during my last weeks.
Execution of handover.
After I completed organizing and naming the files/links, I started documenting them on the wiki page of our MS Teams UX channel, so that any UX designer/manager can access it. Within my last working week, we started knowledge transfer sessions with my successor and another designer where I went through each and every section explaining the requirements and UI flows. One of them helped me with recording those sessions and later attached them to the same handover document I prepared.
The final handover document included the following:
- Introduction to product and the current UX process
- General instructions on where to find design source files and the credentials to access
- Introduction and details about current design version controlling methods
more details: Storing screen versions
- Portal specific details by sections:
Prototype, Design spec/version control, and design source file
- Adobe XD Design system file
If you are looking for instructions on how to make a design system on Adobe XD please follow this Adobe XD article: Create a design system in Adobe XD.
As final steps, I shared the handover with developers and the product team for their reference.
This approach may need to be different depending on the size of the organization you are in and the processes that you follow for daily work but I think the key is to always be mindful about the work you carry out regardless you decide to resign or not because it will save your time and also others’ time when you decide to move on and even after you have left the organization.
You can check out a few screens captures from the handover below and feel free to share your experiences about handovers! 🙂
Let me end with this beautiful quote about your work.
“Your art is what you do when no one can tell you exactly how to do it. Your art is the act of taking personal responsibility, challenging the status quo, and changing people.
I call the process of doing your art ‘the work.’ It’s possible to have a job and do the work, too. In fact, that’s how you become a linchpin.
The job is not the work.”
― Seth Godin, Linchpin: Are You Indispensable?