Why Design Systems Can Be a Hot Mess (and How to Deal with It)

So, you’ve heard about design systems, right? Those magical frameworks that promise to turn your chaotic design world into a paradise of consistency and efficiency. Sounds like a dream, doesn’t it? Well, buckle up, because while design systems can be amazing, they can also be a hot mess if you’re not careful. Let’s dive into the problems and defects that can turn your sleek design system into a tangled web of confusion — and how to avoid these traps.

The Franken-System Effect

Imagine this: you’ve got a design system that’s supposed to be a well-oiled machine, but instead, it looks like a Frankenstein monster stitched together from different parts that don’t quite match. This happens when different teams contribute without a unified vision, leading to a mishmash of styles, components, and guidelines that just don’t fit together. The result? A system that’s more of a “Franken-System” than a design system.

Fix it: Get everyone on the same page from day one. Create a clear vision and style guide that everyone follows, and regularly check in to ensure consistency. And for the love of pixels, don’t let rogue designers go off-script!

The Black Hole of Updates

Design systems are supposed to be living, breathing documents, but sometimes they end up as black holes where updates go to die. You know the deal — new components get added, old ones get tweaked, but the documentation? Yeah, that hasn’t been touched in months. Now, no one knows what’s current, and chaos ensues.

Fix it: Appoint a “Design System Guardian” (or a cool nickname like “Pixel Paladin” if you’re feeling fancy) whose job is to keep everything up to date. Regularly schedule reviews and make sure the documentation is as fresh as your latest Spotify playlist.

Component Overload

It starts innocently enough — you add a few components here, a few there. But before you know it, your design system has more components than you know what to do with. It’s like the junk drawer of your design world, and nobody wants to dig through it to find what they need.

Fix it: Less is more, my friend. Focus on creating versatile components that can be used in multiple scenarios. Regularly audit your design system and get rid of anything that’s not pulling its weight. Marie Kondo that bad boy!

Rigid Rules = Unhappy Designers

Design systems are supposed to make life easier, but sometimes they can feel like a straitjacket. If your system is too rigid, designers will start to resent it, and instead of promoting creativity, it’ll stifle it. You don’t want your designers feeling like they’re stuck in a design prison, do you?

Fix it: Build flexibility into your system. Allow for customization where it makes sense, and encourage designers to bring their own flair to the table — as long as it’s within the boundaries of the system, of course. It’s all about balance!

The “Set It and Forget It” Trap

Some teams build a design system and then think they’re done forever. Spoiler alert: design systems are not rotisserie chickens. You can’t just “set it and forget it.” The digital world moves fast, and if your design system doesn’t keep up, it’ll quickly become outdated.

Fix it: Treat your design system like a living organism. It needs regular care, feeding, and occasionally, a little pruning. Schedule regular check-ins and updates to ensure it’s always aligned with current design trends and user needs.

The Great Designer-Developer Divide

Design systems are supposed to bridge the gap between designers and developers, but sometimes they end up creating even more distance. If your design system is full of jargon that only designers understand, or if developers aren’t involved in its creation, you’re asking for trouble.

Fix it: Involve developers from the get-go. Make sure your design system speaks both “designer” and “developer.” Create documentation that’s clear for everyone, and hold regular cross-team sessions to keep communication flowing.

The “One Size Fits All” Fallacy

Not every project is the same, and sometimes a design system that works great for one project is a disaster for another. If your design system is too rigid, you’ll find yourself trying to force square pegs into round holes, and nobody likes that.

Fix it: Build in some flexibility. Your design system should be modular enough to adapt to different projects without breaking. Think of it like a Swiss Army knife — versatile, but not too complex.

Real-life examples

Here are a few real-life examples, drawn from personal and colleagues’ experiences, of design system pitfalls that can quickly transform your meticulously built system into a chaotic jumble:

1. The “One-Size-Fits-All” Problem

In an attempt to maintain consistency, a company implemented a rigid design system with very strict rules. Every button, card, and modal had to look exactly the same across all products. While this did create a unified brand appearance, it also stifled creativity. Designers found themselves unable to experiment with new layouts or styles, even when the product or target audience called for it. This led to a cookie-cutter approach to design, where everything looked the same, regardless of context or need.

Fail: A design system that’s too rigid can prevent designers from exploring innovative solutions tailored to specific problems. When every design ends up looking identical, it can lead to a bland user experience that doesn’t stand out or meet unique user needs.

2. Innovation Bottleneck

In a large tech company, the design system was treated as the “holy grail,” and any deviation from it required a lengthy approval process. Designers who wanted to try something new had to submit a proposal, wait for multiple rounds of feedback, and often compromise their original vision. This bureaucracy killed any enthusiasm for innovation, and many creative ideas never saw the light of day. As a result, the company’s products started to feel outdated compared to competitors who were quicker to adopt new trends.

Fail: When a design system becomes a bottleneck, it can hinder the adoption of new ideas and technologies. Instead of fostering innovation, it can create an environment where designers are discouraged from pushing boundaries.

3. The Monochrome Design

At a financial services company, the design system emphasized a very conservative and minimalist aesthetic — think lots of gray tones, strict grid structures, and minimal use of imagery. While this worked well for their core banking products, it was a disaster for their new venture aimed at younger, more tech-savvy users. The rigid design system made it impossible to create the vibrant, dynamic interface that the target audience expected, leading to a product launch that fell flat.

Fail: A design system that doesn’t account for different audiences or use cases can limit a brand’s ability to connect with new markets. The inability to adapt to the needs of different user segments can result in products that feel out of touch or uninspired.

4. Creative Frustration

In another example, a design team was tasked with creating a new marketing campaign for a product launch. However, they were strictly required to stick to the design system’s components. The problem? The campaign needed a bold and eye-catching approach, but the design system’s elements were all geared toward a very conservative look. Designers felt frustrated because they couldn’t break out of the mold to create something that would truly capture attention. The campaign ended up being forgettable, blending in with all the other materials instead of standing out.

Fail: When designers are forced to work within overly restrictive guidelines, their creativity is stifled. This can lead to uninspired designs that fail to capture the excitement or energy needed for certain projects.

5. Innovation Dead-End

A tech startup developed an innovative new feature that required a unique user interface. However, the design system in place was not flexible enough to accommodate this new design pattern. Rather than updating the design system or creating a custom solution, the team was forced to retrofit the feature into the existing system. This compromise led to a clunky user experience that didn’t showcase the feature’s potential, ultimately reducing its impact.

Fail: If a design system doesn’t evolve to support new features or technologies, it can hinder the innovation process. Forcing new ideas into an outdated framework can dilute their effectiveness and lead to missed opportunities.

6. The Death of Exploration

In some companies, design systems are enforced so strictly that designers no longer feel the freedom to experiment. At one company, every new idea had to be vetted against the design system first, which led to a culture where designers stopped exploring new possibilities altogether. Instead of pushing the envelope, they defaulted to safe, predictable designs that fit within the system but lacked originality. Over time, this led to a product that felt stale and out of touch with emerging design trends.

Fail: A design system that discourages exploration can stifle creativity and prevent the company from staying ahead of the curve. Without room to experiment, designers may feel demotivated and less likely to innovate.

My final thoughts

While design systems are essential for consistency and efficiency, they should never come at the cost of creativity or innovation. The best design systems are flexible enough to allow for experimentation and adaptation, enabling designers to push boundaries while maintaining a cohesive brand, communication and logic experience. Finding that balance is the key to ensuring your design system supports creativity rather than stifling it. Before implementing or adopting a design system, it’s crucial to consider the problems you’re aiming to solve, the technical implications involved, your team’s capacity, and your existing design culture. These factors will guide you to the right approach and process for successful implementation.

Design systems can be your best friend or your worst enemy. The key to avoiding the pitfalls is to keep things flexible, stay organized, and always be ready to adapt. And most importantly, remember that a design system is there to make your life easier, not harder. So keep it fun, keep it fresh, and don’t be afraid to break the rules when you need to. After all, design is all about creativity, and that’s something no system should ever stifle.