Designing Teamwork: Applying Workshop Principles to Internal Collaboration

As UX professionals, we dedicate significant effort to understanding and empathising with our external users. We apply user-centred design principles to create seamless experiences. But to truly champion user-centred experiences, we must first embody those principles in our interactions with our own teams and clients. Our teammates are, in effect, our “internal users,” and our collaborative experience deserves intentional design.

Treating team collaboration as a deliberate part of the project fosters a supportive, inclusive, and productive environment that maximizes everyone’s time and contributions.

Here are some practical ways to apply workshop principles to everyday teamwork:

Design for Active Collaboration

Instead of relying on status update meetings where information is shared but engagement is limited, focus on designing working sessions that encourage active participation and real problem-solving. Status meetings often become routine updates that leave people disengaged and contribute to meeting fatigue.

A well-designed working session brings everyone into the conversation. Set a clear objective, use facilitation techniques that invite open feedback, and create space for all voices, whether in person or remote. Using tools or structured prompts can help ensure everyone contributes meaningfully.

Respect Everyone’s Time

By shifting from passive updates to collaborative sessions, meetings become true opportunities for teamwork. That said, the structure should remain flexible. End sessions as soon as the work is done and avoid unnecessary filler. Ending meetings early is a matter of respect, not generosity. Respecting your colleagues’ time should always be the norm, never the exception.

Foster Equitable Participation, Especially for Remote Participants

Respecting everyone’s time lays the foundation for a more inclusive and equitable collaboration. When meetings are efficient and purposeful, it becomes easier to ensure that all voices are heard and valued. If even one person is remote, have the entire team join remotely to ensure an equal experience. Avoid creating a dynamic where remote participants become passive observers rather than active contributors.

Use empathy mapping to design interactions

You can use an empathy map to tailor the session to fit teammates' needs and meet your goals. For example, mapping their awareness, understanding and experience of the topic can help you decide how much context to set so everyone starts on the same page. It can also shape your facilitation style: For example, if you know what frustrates your group, you can address those pain points right at the start or design the discussion or activities to help solve them.

Teammates are users, too

When you view your teammates as internal users, you elevate collaboration from routine to purposeful. By designing your teamwork with the same thoughtful attention you bring to user experiences, you build a culture where everyone’s contributions matter and every voice is heard. This intentional approach not only drives better results but also creates a team dynamic rooted in trust and respect. Design your teamwork with the same care you give to user experiences and watch your team culture thrive.