Enterprise Software Design - 12 Dos and Don'ts

Focus the design around business workflows

When launching a new enterprise software project, it is crucial for the team to prioritize the core processes and workflows that the software is intended to enhance. This entails identifying the key business workflows that the software will support and understanding the stakeholders and users involved in these processes.

By delineating the roles and interactions within these workflows, the enterprise software development team can gain clarity on the functional requirements and user needs that must be addressed in the software design.

Questions to ask in an effort to focus the design around business workflows:

• Which specific business workflows will undergo transformation due to the introduction of this new software?
• Besides the directly impacted workflows, which processes might experience peripheral effects, requiring minor adjustments, new data access points, or integrations?
• What are the fundamental steps constituting each workflow, and how do they interrelate?
• Who are the primary users and stakeholders involved at each stage of the workflow, and what are their respective roles and responsibilities?
• What specific data access, modification, or other actions are necessary at each stage of the workflow to facilitate seamless operation and optimal functionality?

PRO TIP: One of the best ways to get an understanding of the relevant business workflows is to create what’s called a process map. Creating a process map not only visually represents the sequence of actions and decision points within a workflow but also highlights areas of redundancy and inefficiency that can be optimized in the new software system design.

Read More: 6 Steps to Maximize the ROI of Business Process Improvements

Observe and interview users

To ensure the effectiveness of enterprise software, it's essential to integrate user observations and interviews into the requirements gathering process. These techniques are key for aligning the software design with user needs and achieving meaningful business impact.

Here’s how you can effectively gather direct user input:

• Uncover hidden pain points through observation: Observing users in action, especially when they are interacting with current solutions or manual processes, can be incredibly revealing. This approach helps the development team identify subtle inefficiencies and nuances in how users actually use the tools versus how they are intended to be used. These observations can uncover hidden pain points and opportunities for significant enhancements in the new software.
• Validate assumptions through interviews: Conducting interviews with key stakeholders and users involved in the business workflows is critical. These discussions can validate the design team’s assumptions and hypotheses, ensuring software solutions are built around user needs and behaviors. Interviews can provide deep insights into what users value most, which features are essential, and how the software can improve their daily tasks.
• Gather quantitative insights through surveys: Surveys are another effective tool for collecting user input. They provide quantitative data that can be analyzed to identify trends, preferences, and areas for improvement. Surveys can help quantify the significance of the problems observed and the potential impact of proposed solutions, allowing for data-driven decision-making in the design process.

Involve business workflow owners in the design

Involving business workflow owners in the software design process is crucial for developing solutions that not only align with organizational objectives but also mesh seamlessly with the day-to-day realities of operations.

These stakeholders bring a deep understanding of their respective areas, offering insights that go beyond what can be captured through interface design or data analysis alone. By integrating their firsthand knowledge and experience, the design process benefits in several significant ways:

• Offer insights that extend beyond surface-level observations, providing a deeper understanding of the intricacies and nuances of operational processes.
• Proactively identify and address potential risks and challenges before they escalate, fostering a culture of risk awareness and mitigation.
• Enable design teams to optimize processes for efficiency, reducing waste and improving overall operational performance.
• Foster a sense of ownership and collaboration, leading to greater stakeholder buy-in and support for the resulting software solution.

Aim to achieve business process improvements

We’ve discussed centering your design around business workflows. The more you understand about the workflows, the more effective the team will be at making process improvements. Consider your overall goals for the new software (or business process improvement in general).

Align these goals to specific KPIs, so you can continuously measure and analyze the results of your process improvements. This iterative approach—measuring, analyzing, refining, and measuring again—ensures that your software evolves in alignment with your business goals and delivers sustainable long-term success. Let’s look at a few examples:

Save time with pre-built UI design components

Utilizing ready-to-use UI elements from a component library can significantly enhance your approach to designing enterprise software products. These components, aligned with established architectural patterns, form the structural foundation of your application's interface, streamlining the software development process and elevating the end-user experience. Here are the key benefits:

• Efficiency: Pre-built UI components accelerate development by eliminating the need to create every element from scratch. This allows your team to concentrate on developing distinctive features and functionalities that set your product apart.
• Cost-effectiveness: With faster development comes reduced labor costs. Leveraging a UI component library can be especially economical, helping you manage design resources more efficiently.
• Consistency and quality: Using standardized user interface elements ensures a uniform look and feel throughout your application, which can greatly enhance user satisfaction. These components are generally well-tested and high-quality, minimizing the risk of bugs and contributing to the stability of your software.

Adopt an iterative approach to design

In enterprise software development, adopting an iterative approach to design is crucial. The essence of the iterative design is to start validating ideas early. High-fidelity mockups, often created using tools like Figma, play a vital role in this process. These mockups provide a detailed and interactive representation of the final software versions, allowing for thorough user testing before any code is written.

By conducting detailed user testing scenarios with a series of testers interacting with these high-fidelity mockups, several benefits can be realized:

• Early identification of problems: Testing helps in pinpointing areas where users might struggle or misunderstand the functionality, allowing these issues to be addressed before development begins.
• Cost efficiency: It is far less expensive to make design adjustments during the mockup phase than to rework the application once it has been developed. Early problem identification saves significant resources and development time.
• Focus on design first: Allowing designers to iterate their designs based on user feedback before handing off to developers ensures that many potential issues are resolved upfront. This focus on pre-development design iteration is both cost-effective and essential for creating a user-centric product.

Fail to control the data architecture effectively

Enterprise data systems are inherently complex, often consisting of multiple layers of interdependent data sources and services. When developing new enterprise software, controlling the data architecture is crucial for seamless integration into the broader tech stack. Without careful oversight, the data architecture can become fragmented, leading to inconsistencies and integration challenges that compromise scalability and operational efficiency.

Effective collaboration between developers and system architects is key. One practical method to enhance this collaboration is by employing a detailed checklist to ensure new features integrate seamlessly without disrupting the existing data framework.

Key questions to consider include:

• How will each new feature impact the current data structure?
• What additional design considerations are necessary, given the existing architecture?
• Do any design elements conflict with current user interactions?
• Will the integration of new features affect any external services?

Ignore software adaptability to future demands

Enterprise software systems are typically expected to serve organizations for many years—often spanning decades. This longevity necessitates that such systems are not only built to meet current requirements but are also adaptable to future demands and technological advances. Ignoring the need for adaptability can lead to software that quickly becomes obsolete or requires costly and extensive overhauls to remain functional.

To ensure longevity and adaptability:

• Developers should prioritize building systems with modular architectures that can be easily updated or reconfigured. This approach not only simplifies maintenance and upgrades but also enhances the system's ability to integrate new technologies and features without disrupting existing functionality.
• Avoid modern UI design trends that may become outdated quickly. Focus on clean, simple interfaces that are likely to stand the test of time and maintain usability.
• Implement data management practices that can handle growing volumes and changing types of data. This ensures the system remains efficient and scalable, preventing performance bottlenecks as the organization's needs expand.
• Leverage cloud solutions: Utilize cloud solutions to enhance flexibility and scalability. Cloud platforms offer scalable infrastructure that can adapt to increasing data loads and user demands without the need for physical hardware upgrades.

Overlook integration with other systems

For enterprise software seamless integration of web services is not just a convenience—it's a strategic necessity. Effective integrations enhance system efficiency, streamline workflows, and provide critical interoperability between diverse software applications.To ensure that these integrations deliver their intended benefits, it’s essential to adopt a structured approach:

• All planned integrations should be meticulously documented during the requirements gathering phase. This documentation should detail how each integration will function, the data it will handle, and the business processes it will support.
• Integration points must be built and configured during the software development phase. This stage involves detailed technical planning and execution to ensure that integrations are scalable, secure, and efficient.
• Before going live, all integrations should undergo rigorous testing. This testing phase is crucial to validate the functionality of the integrations and to ensure that they operate seamlessly within the larger ecosystem without errors or data integrity issues.

Overcomplicate user roles and permissions

Enterprise teams face the challenge of serving diverse end-users, each with unique priorities and workflows. While it might be tempting to create a multitude of user roles and permissions, maintaining simplicity with a few clear, intuitive roles is often more effective for long-term adaptability and process evolution.

To complement this streamlined approach, robust in-app customization options can be offered, allowing users to adjust permission sets, tailor dashboards, and modify interface elements like colors and screen layouts. This strategy balances structural simplicity with individual user empowerment, ensuring the software remains flexible and user-friendly over time.

Sideline quality assurance at any stage

Quality assurance (QA) is not just testing. It’s not something that should be relegated to the end of the project. QA work needs to be a thoughtful, strategic piece of every stage of enterprise application development. By embedding QA processes throughout the development cycle, organizations can mitigate risks, reduce costs associated with post-release fixes, and enhance user satisfaction. A few examples of QA work that could be integrated into the process include:

Treat onboarding and training as an afterthought

As enterprise companies implement new software solutions, recognizing the critical role of onboarding and training is essential for success. Neglecting these aspects can lead to decreased user adoption, productivity bottlenecks, and dissatisfaction with the software.

To avoid these issues, organizations must integrate onboarding and training into the software design process from the start. Effective strategies include:

• Interactive tutorials and walkthroughs: Designing the software with built-in interactive tutorials that guide new users through the main features and workflows can dramatically enhance the learning curve.
• Role-based training modules: Developing training modules that are tailored to the specific roles and responsibilities of different user groups within the organization ensures that each user receives relevant knowledge. This targeted approach helps users quickly become proficient in the aspects of the software that are most pertinent to their work
• Regular webinars and workshops: Organizing ongoing training sessions, such as live webinars and workshops, allows users to deepen their understanding of the software and stay updated on new features and best practices