Creating Efficient Design Processes and Centralized Resources
Optimized Ad Operations design workflows by removing redundancies, documenting processes, and creating a visual, mobile-friendly knowledge hub for Marketing and Sales, improving efficiency and alignment across teams.
CoStar Group
Design Ops Lead
1 Year
Problem
Design and Ad Operations design workflows were inefficient and misaligned with Marketing and Sales due to scattered information and inconsistent processes.
- Repeated steps slowed campaign delivery and caused inefficiencies
- Teams lacked clarity on ad product policies, leading to misalignment
- Processes and policies were fragmented, making it difficult for teams to locate them
- Delays and confusion caused by miscommunication across teams
Role + Scope
Responsibilities
- Analyzed and streamlined design workflows for Ad Operations
- Identified bottlenecks across Design, Marketing, and Sales teams
- Developed visual communications to centralize knowledge and policies
- Coordinated adoption of new workflows and knowledge hub across teams.
Collaborators + Constraints
- Collaborated with Marketing, Sales, and AdOps Design teams
- Worked with limited formal UX/Design Ops structures
- Balance workflow optimization with clarity for cross-functional teams
Strategy + Approach
With no formal Design Ops role in place, I focused on operational improvements that could quickly reduce friction and create cross-functional alignment.
- Explored workflows across Design, Marketing, and Sales to pinpoint bottlenecks
- Streamlined redundant design processes and documented them for clarity
- Evaluated communication options to bridge knowledge gaps for Marketing and Sales
- Chose to create visual resources instead of static documentation
- Built landing pages that acted as a centralized knowledge hub
- Shared resources across teams and monitored adoption for ongoing improvement
Key Decisions
Developed internal communications to centralize product information and policies
Why it Mattered
Teams would continue relying on scattered documentation, increasing errors and delays.
Teams would continue relying on scattered documentation, increasing errors and delays.
Tradeoff
Additional documentation would add to the ongoing frustration from miscommunication.
Additional documentation would add to the ongoing frustration from miscommunication.
Outcome
Teams gained clear, centralized access, reducing repeated questions and improving alignment.
Teams gained clear, centralized access, reducing repeated questions and improving alignment.
Solution Overview
By streamlining workflows and creating a mobile-friendly knowledge hub, teams now have clear guidance and a centralized source of truth, improving efficiency and cross-functional alignment.
Outcomes + Impact
Streamlined workflows
The removal of redundant steps made campaign design more efficient.
Centralized knowledge
Visual internal communications gave Marketing and Sales a clear resource.
Faster alignment
Teams now understood workflows and policies quickly, reducing back-and-forth.
Reflection
What worked
Visual internal communications and workflow documentation made processes clear and improved team efficiency.
What I would improve
Test communication formats earlier with Marketing and Sales to increase adoption and usability.
What I would do next
Expand the knowledge hub to cover additional processes and track usage to refine content and workflows.
Visual internal communications and workflow documentation made processes clear and improved team efficiency.
What I would improve
Test communication formats earlier with Marketing and Sales to increase adoption and usability.
What I would do next
Expand the knowledge hub to cover additional processes and track usage to refine content and workflows.