How to onboard a designer efficiently in a product team (4 important steps)

In this article, you will learn more about proper onboarding - why it matters, how to do it correctly, and what happens if you skip this step. I'll speak from my experience as a designer, but I believe this information is valuable for developers, managers, and anyone involved in building a strong team.

Let’s take an example: Your company wants to improve a digital solution, and you’ve found a software house that will deliver services, including UX/UI improvements. When should you onboard a designer? How should you do it?

Let me explain.

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It depends on your needs

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1️⃣ If your product needs only minor improvements

If the required improvements are minimal and clearly defined, an experienced UX/UI designer (like the ones we have at Rocksoft 😉) will need only:
✅ Documentation (if available)
✅ Any gathered user data
✅ A meeting where you or someone from your company explains the main problem, expectations, and requirements

At Rocksoft, we often use this approach, and it helps us quickly propose meaningful improvements.

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2️⃣ If you need to improve one area but plan for more changes soon

In this case, it depends on the complexity of your use case. If the most urgent improvements are small, the first approach may still be valid. However, if the future improvements will require a deeper understanding of the product, onboarding will be more beneficial.

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3️⃣ If you Need to improve an entire module, a large product area, or have a unique case

From my experience, a proper onboarding process is crucial in these situations. Why? Because a well-prepared designer will:
✔ Gain a deeper understanding of your target audience and their pain points
✔ Align better with your business needs
✔ Deliver higher-quality results that truly serve your company

I've seen many cases where a lack of onboarding led to confusion, multiple unnecessary iterations, and poor outcomes that didn’t meet business or user needs. I'm sure that’s not what you want.

Now that you understand when and why onboarding is necessary, let's talk about how to do it efficiently.

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How to onboard a designer efficiently?

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1️⃣ Help designers understand your company, products, and vision

To set up a designer for success, provide the following:

📌 Company information – What problems does your company solve? Who is your target audience? What is your market? Do you have existing users, or is this a new product? What values drive your company (beyond just revenue 😉)?

📌 Product context – While the focus is on a specific product, don’t forget to explain how it coexists with other products (if applicable). Also, provide access to test environments if possible.

📌 Kick-off meeting – Schedule a meeting where the designer can ask questions and get to know the team. (A good designer should have questions!)

📌 Vision & values – Share the core values that guide your company and products. Clear alignment in this area improves collaboration and reduces miscommunication.

2️⃣ Assign a buddy

One of the best practices for onboarding new employees is assigning a buddy. From our experience, this approach also works well for temporary collaborations.

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👥 Why is a buddy helpful?

• The designer will know who to reach out to in case of questions.

• It provides a structured process, reducing the need for your direct involvement.

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👤 Who should be a buddy?

‍Ideally, someone with deep knowledge of:
✅ Users & their needs
✅ The product & its features
✅ Market specifics & key use cases

This is often a Product Manager, but if you don’t have one, assign someone who "lives and breathes" the product.

3️⃣ Set clear expectations for the role

Reducing uncertainty will boost productivity and engagement. To do this:

✔ Define responsibilities clearly – Outline what is expected from the designer.
✔ Explain relevant processes – If there are workflows the designer should be aware of, provide an introduction or documentation.
✔ Gather insights from past onboarding experiences – Ask employees who have worked in a body-leasing model about what they missed during onboarding. Their feedback will help refine your process.

4️⃣ Help them integrate with the team

Don’t skip this step. Many companies neglect team integration for temporary hires, but if you want successful collaboration, I strongly recommend prioritizing it.

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💡 Why?

According to Harvard Business Review:
"Fostering a sense of belonging is a critical aspect of this integration. When employees feel a sense of belonging, they are more likely to be engaged and productive. They feel valued and understood, which motivates them to contribute their best work."
(Source: HBR Article)

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👥 How to integrate a new team member?

✅ Organize team-building activities – This could be a workshop, an informal chat, or even a fun game session. Choose what fits your team’s culture best!

✅ Invite them to key meetings – Dailies, refinements, and planning sessions help designers understand team dynamics and gain clarity on roles and responsibilities.

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🚀 Final thoughts

A well-structured onboarding process ensures that designers understand your business, align with your goals, and contribute effectively from day one. Skipping onboarding often leads to frustration, delays, and lower-quality results.

By following these steps, you’ll set up your UX/UI designers - and your entire project - for success! 😊