1. Purpose
To establish a consistent, structured, and execution-ready process for receiving, qualifying, and accepting design requests.
This ensures that no requirement is missed, stakeholders are aligned, and design begins only after clarity and validation.
2. Scope
- Applies to all design requests — client projects, marketing collaterals, internal initiatives.
- Covers intake through readiness validation (before UX planning begins).
- Used by Design Team, Project Managers (PMs), and Client-facing roles (Sales/Account Managers).
3. Definitions
- Design Intake: The structured process of capturing, reviewing, and validating a new design request.
- Stakeholder Interview: A short, structured discussion with client/PM/SMEs to clarify context and constraints.
- Discovery Alignment Call: A validation session where designers and stakeholders confirm the intake findings.
4. Step-by-Step Process
Stage A – Request Intake
- Request Logging
- All requests must come through a standardized channel (ClickUp/Jira/MIC form).
- Requester fills initial Design Brief Template (Doc Ref: EPIC 1.2).
- Categorization
- Design Lead/PM classifies request: Web/App/Marketing/Product.
- Assign priority: Critical / Standard / Low.
- Preliminary Screening
- Check feasibility, deadlines, and alignment with available resources.
Stage B – Stakeholder Context Gathering
- Stakeholder Interview
- Conduct structured interview using Stakeholder Interview Notes Template (Doc Ref: EPIC 1.3).
- Capture: audience, goals, blockers, constraints, success expectations.
- Problem Framing
- Translate inputs into structured Problem Types using Design Problem Typology Matrix (Doc Ref: EPIC 1.5).
- Identify: Conversion / MVP / Redesign / Visual Fix / Campaign Design.
Stage C – Design Criteria Definition
- Persona Lite Creation
- Build quick personas with Persona Lite Sheet (Discovery-Level) (Doc Ref: EPIC 1.6).
- Capture goals, blockers, digital maturity, environment.
- Design Goals & Success Criteria
- Define business outcomes (e.g., improve conversion by 15%), user outcomes (reduce clicks, better flow), team outcomes (handoff-ready Figma).
- Use Design Goals & Success Criteria Sheet (Doc Ref: EPIC 1.7).
Stage D – Readiness Validation
- Completeness Check
- Use Design Intake Completeness Checklist (Doc Ref: EPIC 1.8) before moving to UX.
- Ensure: Brief filled, interview logged, goals defined, problem framed, persona + criteria done.
- Discovery Alignment Call
- Run structured call with PM + stakeholders using SOP: Discovery Alignment Call (Doc Ref: EPIC 1.9).
- Validate findings, close open questions, and align scope.
- Summary Presentation
- Wrap findings in Discovery Summary Presentation Template (Doc Ref: EPIC 1.10).
- Share internally for approval before UX planning.
5. Roles & Responsibilities
- Design Lead: Owns the intake process, validates completeness, runs alignment call.
- Designer Assigned: Fills templates, frames problem, drafts goals/persona.
- PM/Account Manager: Provides client/business context, ensures timelines are realistic.
- Stakeholders (Client/SMEs): Provide accurate requirements, confirm alignment in call.
6. Governance, Violations & Consequences
- Any design project skipping intake cannot progress to UX mapping.
- Violations (e.g., starting design with incomplete brief) will be flagged in project review and sent back to intake stage.
- Repeated non-compliance → escalated to Delivery Head.
7. Review & Ownership
- Owner: Design Lead.
- Review Cycle: Quarterly (align with evolving project needs and template improvements).
- Audit: Monthly sampling of intake requests for compliance.
8. Cross-References
- EPIC 1.2 – Design Brief Template
- EPIC 1.3 – Stakeholder Interview Notes Template
- EPIC 1.5 – Design Problem Typology Matrix
- EPIC 1.6 – Persona Lite Sheet
- EPIC 1.7 – Design Goals & Success Criteria Sheet
- EPIC 1.8 – Intake Completeness Checklist
- EPIC 1.9 – Discovery Alignment Call SOP
- EPIC 1.10 – Discovery Summary Presentation Template