Build Your UX Shield: Policies That Deflect Drama and Defend Standards

Let’s be honest. Policies and procedures aren’t exactly the stuff of design conferences or portfolio showpieces. But when it comes to influencing your organization at scale, they’re one of the most powerful tools you’ve got.

In fact, if you do nothing else from this course, implementing even a handful of UX policies will make your life easier, your decisions more defensible, and your stakeholders more cooperative.

Let me show you why.

Why Policies Matter More Than You Think

Policies give you a way to shape behavior without having to show up in every meeting or fight every battle. They're like pre-agreed rules of engagement that help avoid awkward conversations or power struggles.

Without them, every decision becomes a negotiation. With them, you shift from arguing your opinion to simply pointing to shared expectations.

Here's why they’re so effective:

• They’re one step removed – Policies let you avoid head-to-head conflict. You're not saying no, the policy is.
• They aren’t personal – They remove emotion from decisions. It's not about you, it’s about following a standard.
• They demonstrate professionalism – Having documented policies signals maturity and reliability. You’re not just winging it.

Two Types of Policies, Two Types of Power

Not all policies are created equal. Some you can implement today. Others require broader buy-in.

Here’s how to tell them apart:

Working Policies

These are about how you work: your own internal guidelines and expectations. You don’t need permission from the wider organization to adopt them, just support from your line manager.

They might include:

• How stakeholders should request work from you
• What project stages you follow (e.g., discovery, prototyping, testing)
• What kind of research or testing you always include
• How feedback is gathered, resolved, or escalated
• What stakeholder involvement looks like (e.g., mandatory participation in user research)

These help you define boundaries and manage expectations, especially when requests come flying in from all directions.

Organizational Policies

These affect others more directly, and you'll need buy-in from leadership or cross-functional teams to adopt them.

They could cover:

• Minimum UX testing before product releases
• Content rules or accessibility standards
• Who gets to make design decisions (and on what basis)
• Prioritization frameworks for UX improvements
• Research or compliance requirements

Yes, these take longer to get approved, but they provide long-term benefits. They embed UX best practices that last beyond your team.

How to Write a Good Policy

Policies don’t need to be long. In fact, the best ones are short, sharp, and based on logic everyone can follow.

A simple if–then format works beautifully:

“If a stakeholder hasn’t observed user research in the past 6 weeks, then they cannot act as a primary decision-maker on the project.”

That’s an actual policy used by the UK’s Government Digital Service. It’s clear, fair, and easy to enforce.

Once you’ve drafted something in plain language, you can always use ChatGPT or similar tools to polish it into more formal language if needed.

Don’t let perfection get in the way of progress. A rough Google Doc of 3–5 working policies is a great start.

Outie’s Aside

If you run a freelance practice or agency, you might think policies sound a bit bureaucratic. But they can be a lifesaver, especially when dealing with clients who want everything yesterday and expect UX magic on demand.

Try developing your own internal working policies, like what you require from clients before starting work (e.g., user interviews, existing data), or your process for revisions and testing. These help you stay focused and reduce friction.

You can also use policies to educate clients subtly. Add a policy to your proposals or onboarding docs that says something like:

“All new features must undergo at least one usability test before release.”

It’s not a demand. It’s how you work. And it positions you as the expert, not just a designer-for-hire.

Your Action Step

Pick one area of friction in your work (maybe it’s rushed feedback or lack of research involvement) and write a working policy for it. Keep it simple. If–then is your friend.

In the next email, we'll look at probably the most powerful policy of them all: how to prioritize your work. It's one of the most powerful ways to stop reactive work and start being more strategic with your UX efforts.

Talk soon,

Paul