Design review meeting notes template
Keep the reasoning beside the design decision. A format for separating usability evidence, stakeholder preference, and the questions a prototype still needs to answer.
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See the finished note.
Use this when reviewing a specific design artifact. The fictional discussion concerns an invitation dialog, where a stakeholder preference should not outweigh an observed usability problem without a clear decision.
Notes / worked exampleDesign review · Workspace invitation
Artifact & review goal
Invitation dialog, prototype v3. Decide whether the role selection and confirmation are clear enough for another usability test.
Constraints & intent
Workspace owners need to invite a teammate and understand the role they are granting.
Evidence vs preference
In a prior test, one participant missed the role description. Devon prefers a shorter dialog; that preference is not usability evidence.
Decision & rationale
Keep role descriptions visible in the next prototype and test comprehension before considering approval.
Open questions
Can the description fit without pushing the confirmation below the fold on a small screen?
Next iteration
Em will prepare prototype v4 by Wednesday. Test scheduling remains unassigned.
Read the source dialogue for this example
- Em: This is invitation-dialog prototype v3. We need to know whether role selection is clear enough for another test.
- Em: A workspace owner should understand the role they are granting. In the prior test, one participant missed the role description.
- Devon: I prefer a shorter dialog, but that is my preference, not test evidence.
- Em: Let’s keep the descriptions visible and test comprehension before approval.
- Devon: Agreed. Can we fit them without pushing confirmation below the fold on small screens?
- Em: I will prepare prototype v4 by Wednesday. We still need someone to schedule the test.
Start with a blank page.
Keep the useful structure.
Each field earns its place. Use the prompts as reminders, then replace them with your own meeting evidence.
Artifact & review goal
Name the artifact version and the decision the review should support. Avoid mixing feedback on multiple versions.
Constraints & intent
Capture the user task and constraints that shape the design. Treat unverified technical limits as questions for investigation.
Evidence vs preference
Label observed behavior separately from an aesthetic preference. Include sample size only when the source provides it.
Decision & rationale
Record the selected change and why it addresses the review goal. Do not call a design approved when the team agreed only to test it.
Open questions
List unresolved trade-offs and the evidence needed to answer them. Keep technical feasibility and user comprehension distinct.
Next iteration
Name the accepted design or research action and its stated timing. Make the next review artifact unambiguous.
# Design review meeting notes template Date: [add date] Participants: [add names] Purpose: [add purpose] ## Artifact & review goal [Name the artifact version and the decision the review should support. Avoid mixing feedback on multiple versions.] ## Constraints & intent [Capture the user task and constraints that shape the design. Treat unverified technical limits as questions for investigation.] ## Evidence vs preference [Label observed behavior separately from an aesthetic preference. Include sample size only when the source provides it.] ## Decision & rationale [Record the selected change and why it addresses the review goal. Do not call a design approved when the team agreed only to test it.] ## Open questions [List unresolved trade-offs and the evidence needed to answer them. Keep technical feasibility and user comprehension distinct.] ## Next iteration [Name the accepted design or research action and its stated timing. Make the next review artifact unambiguous.]
Make it part of the meeting.
Before · frame the decision
Share the version under review and the question the group should answer. Include known constraints so feedback can be evaluated against the same problem.
During · ask what supports the feedback
When someone suggests a change, capture the observation or rationale behind it. Preferences are valid input, but label them so they do not become invented user evidence.
After · document the next test
Attach the reviewed note to the artifact and preserve unresolved questions. Ask for explicit approval when needed; an action to iterate is not approval to ship.
What to watch for
- Recording “users find it confusing” from one uncontextualized comment.
- Treating a prototype iteration as final approval.
- Losing the version number the feedback referred to.
Turn the template
into a Prismical Skill.
Import the file
Download the Skill JSON above. In Prismical, open Settings → Skills → Import and select the file. This downloads a file; it does not install anything automatically.
Run it on a note
Open the note with your meeting transcript. Run the imported Skill from the note dock. It asks for this template’s sections and appends the result for review.
Check before sharing
Verify quotes, owners, dates, and missing context against the transcript. AI can make mistakes. Keep the original note and follow your team’s sharing policy.
A few useful answers.
Practical details before you use this resource.
How do I handle contradictory feedback?
Record both views and the criteria they optimize for. Then identify the evidence or decision-maker needed to resolve the trade-off. Do not erase disagreement to make the summary sound decisive.
Can I include links to Figma or a prototype?
Yes. Add the exact artifact link and version to the note. This is a reference link, not a claim that the template imports or synchronizes design-file comments.
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