More Than Just Figma: 5 Essential Tools for Seamless Design Collaboration
Randall Carter
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Posted Jul 6, 2025
Figma is powerful, but it's not the only tool you need. Discover the 5 best apps for project management, communication, and more to supercharge your design workflow.
More Than Just Figma: 5 Essential Tools for Seamless Design Collaboration
1. Project Management Hub: Keeping Everything Organized
Tool Examples: Asana, Trello, Jira
How it Helps Your Figma Workflow
2. Asynchronous Communication: Clear and Concise Updates
Tool Examples: Slack, Microsoft Teams
How it Helps Your Figma Workflow
3. Video Feedback and Walkthroughs: Adding Context
Tool Example: Loom
How it Helps Your Figma Workflow
4. Digital Whiteboarding: For Brainstorming and Ideation
Tool Examples: FigJam, Miro
How it Helps Your Figma Workflow
5. File Storage and Asset Management: A Single Source of Truth
Tool Examples: Google Drive, Dropbox
How it Helps Your Figma Workflow
Bringing It All Together
References
More Than Just Figma: 5 Essential Tools for Seamless Design Collaboration
Design collaboration isn't just about pushing pixels in Figma. It's about creating a smooth workflow where everyone stays on the same page, deadlines get met, and great work happens without the usual chaos. While Figma handles the visual magic, you need a supporting cast of tools to keep everything running like clockwork.
Think of it this way: Figma is your design studio, but you still need a project board, a messaging system, and a filing cabinet. When you're setting project timelines or working with designers from afar, having the right tech stack makes the difference between smooth sailing and constant firefighting. Whether you're about to hire an expert Figma freelancer or you're already knee-deep in a project, these five tool categories will transform how you collaborate.
1. Project Management Hub: Keeping Everything Organized
Remember that feeling when you can't find that one important email about the project deadline? Or when you're not sure if the homepage design is supposed to be done today or next week? That's exactly what a good project management tool prevents.
A project management hub acts as your project's command center. It's where tasks live, deadlines get tracked, and everyone can see what's happening at a glance. No more "wait, what are we working on again?" moments. Everything has its place, and progress is visible to the whole team.
Tool Examples: Asana, Trello, Jira
Each of these platforms brings something different to the table. Asana shines with its clean interface and multiple view options – you can switch between list view for detailed task management and timeline view to see how everything fits together. Trello takes a more visual approach with its card-based system that feels like moving sticky notes on a digital board. It's perfect if your brain works better with visual cues.
Jira, while often associated with development teams, works great for design projects too. It's especially useful if your design work needs to sync up with engineering sprints. The learning curve is steeper, but the payoff is worth it for complex projects.
What makes these tools work for design teams? They're flexible enough to match how designers actually work. You can create boards for different project phases, add custom fields for design-specific info, and even embed images for quick visual reference.
How it Helps Your Figma Workflow
Here's where the magic happens. Create a task called "Design homepage hero section" and drop the Figma link right in the task description. Now anyone can jump straight from the task to the exact design file they need. No hunting through Slack messages or email threads.
Set up your board to mirror your design process. Maybe you have columns for "Briefing," "In Design," "Ready for Review," and "Approved." As work moves through these stages, everyone stays informed without constant check-ins. You can even set up automations – when a task moves to "Ready for Review," it automatically notifies the client.
Pro tip: Use task templates for recurring design deliverables. If every page needs desktop and mobile versions, create a template with subtasks for each. This ensures nothing falls through the cracks and saves setup time for each new page or feature.
2. Asynchronous Communication: Clear and Concise Updates
Let's be honest – nobody loves meetings that could have been messages. When you're collaborating on design work, especially across time zones, async communication becomes your best friend. It lets people respond when they're actually free to think, not just when the calendar says so.
Async communication tools create a middle ground between the formality of email and the chaos of text messages. They keep conversations organized, searchable, and connected to the work itself. Plus, they respect everyone's deep work time – crucial when your designer needs uninterrupted hours to get in the creative zone.
Tool Examples: Slack, Microsoft Teams
Slack has become the go-to for many creative teams, and for good reason. Its channel-based approach means design discussions stay separate from general company chatter. You can create channels for specific projects, clients, or even design disciplines. The search function is incredibly powerful – finding that color hex code someone mentioned three weeks ago takes seconds, not hours.
Microsoft Teams offers similar functionality with tighter integration into the Office ecosystem. If your company already uses Office 365, Teams slots right in. It handles video calls more smoothly than Slack and keeps everything under one Microsoft umbrella.
Both tools support threaded conversations, which keeps discussions organized. When someone posts a design update, all the feedback stays nested under that original message instead of getting lost in the stream. File sharing is seamless too – drop a PDF, and it shows up with a preview, no download required.
How it Helps Your Figma Workflow
Picture this: You've just left detailed feedback on the latest design iteration in Figma. Instead of hoping your designer notices, you drop a quick message in your project Slack channel: "Hey Sarah, just added feedback on the pricing page mockup – mainly about the CTA button placement. Let me know if you need clarification!"
Create dedicated channels for each project phase. Maybe you have #project-website-design for the active work and #project-website-archive for completed discussions. Pin important resources like the Figma file link, brand guidelines, and project timeline to the channel header. Now everyone has instant access to the essentials.
The real power comes from integrations. Connect Figma to Slack, and you can get notifications when someone comments on your designs. Set up a daily standup bot that asks "What are you working on today?" at 9 AM. These small automations keep communication flowing without adding to anyone's workload.
3. Video Feedback and Walkthroughs: Adding Context
Sometimes words just aren't enough. You know that feeling when you're trying to explain why something "feels off" about a design? Or when written feedback turns into a confusing wall of text? That's when video feedback saves the day.
Video tools let you show and tell at the same time. You can point to specific elements, explain your thinking process, and even show examples from other sites. It's like sitting next to your designer and having a conversation, except they can watch it whenever works for their schedule.
Tool Example: Loom
Loom has become the favorite child of remote teams everywhere. It records your screen and your face (if you want) simultaneously, creating that personal touch that text can't match. The setup takes literally seconds – click record, do your thing, and share the link.
What sets Loom apart is its simplicity and speed. Videos upload instantly, viewers can watch at 1.5x or 2x speed, and you can even see who watched your video and which parts they rewatched. The automatic transcription means people can skim the text if they prefer reading to watching.
The free tier is generous enough for most freelance projects, and the paid tiers add features like custom branding and advanced editing. But honestly? The basic features handle 90% of what you need for design feedback.
How it Helps Your Figma Workflow
Instead of typing "The header feels too heavy and I think the navigation could use more breathing room," you record a 90-second video. You show exactly which elements you're talking about, maybe pull up a competitor's site for comparison, and explain the feeling you're going for.
Here's a workflow that works beautifully: Open the Figma file, hit record in Loom, and walk through each screen or component. As you talk, you can use Figma's commenting feature to mark specific spots, then explain them verbally in the video. Drop the Loom link in a Figma comment, and your designer gets both the visual markers and your full explanation.
For designers presenting work, Loom is equally powerful. They can walk clients through design decisions, explain the reasoning behind color choices, or demonstrate how an interaction should work. It's especially helpful for complex animations or micro-interactions that static images can't capture.
4. Digital Whiteboarding: For Brainstorming and Ideation
Before any design work begins, ideas need space to grow. Digital whiteboards give you that infinite canvas where messy thoughts transform into structured concepts. It's where "what if we tried..." becomes "here's the plan."
These tools recreate the energy of in-person brainstorming sessions, minus the marker smell and sticky notes falling off the wall. Everyone can contribute simultaneously, ideas can be rearranged instantly, and nothing gets lost when the meeting ends.
Tool Examples: FigJam, Miro
FigJam is Figma's answer to digital whiteboarding, and the integration is chef's kiss perfect. Since it lives in the same ecosystem as your design files, moving from ideation to execution is seamless. The learning curve is gentle – if you can use Figma, you can use FigJam.
FigJam shines with its playful approach. Stamps, reactions, and a music player (yes, really) make brainstorming sessions feel less like work and more like creative play. The templates cover everything from user journey maps to team retrospectives, giving you a starting point for almost any session.
Miro offers a more feature-rich experience with endless templates and integrations. It's the Swiss Army knife of digital whiteboards. Need to run a design sprint? There's a template. Want to map out information architecture? Template. The flexibility is incredible, though it can feel overwhelming at first.
How it Helps Your Figma Workflow
Start your project in FigJam with a brainstorming session. Map out user flows, sketch rough layouts, and gather inspiration images all in one place. Use sticky notes for ideas, connect them with arrows to show relationships, and vote on the best concepts with emoji reactions.
Once ideas solidify, you can literally copy elements from FigJam and paste them into Figma. That user flow you mapped out? It becomes the foundation for your site architecture. Those rough sketches? They guide your wireframes. The transition from messy ideation to polished design happens naturally.
Keep the FigJam file active throughout the project. When questions arise about "why did we decide to do it this way?" you can jump back to see the original thinking. It's like having meeting notes that are actually useful and visual.
5. File Storage and Asset Management: A Single Source of Truth
Design projects generate files. Lots of files. Brand guidelines, stock photos, font files, exported assets, old versions, new versions – it adds up fast. Without proper organization, you'll waste hours hunting for that logo file or wondering which PDF is the final version.
Cloud storage isn't just about having files online. It's about creating a system where everyone knows exactly where to find what they need. No more "can you send me that file again?" messages. No more version confusion. Just organized, accessible assets that keep your project moving.
Tool Examples: Google Drive, Dropbox
Google Drive wins on collaboration features. Real-time editing for documents, easy sharing permissions, and generous free storage make it a solid choice. The search function is surprisingly smart – it can even find text within images and PDFs. Plus, if you're already using Gmail, everything's connected.
The folder structure in Drive is intuitive, and you can create shared drives for team projects. This means files belong to the project, not individual accounts. When someone leaves the team, the files stay put. Comments and suggestions on documents create a clear revision history.
Dropbox brings different strengths to the table. Its desktop sync is rock-solid, making it perfect for designers working with large files. The version history and file recovery features have saved countless projects from disaster. Smart Sync lets you see all files without downloading them, saving precious hard drive space.
How it Helps Your Figma Workflow
Create a master project folder from day one. Inside, organize subfolders for:
Brand Assets (logos, colors, fonts)
Research & Reference
Figma Exports
Final Deliverables
Project Documentation
When your designer needs the company logo, they know exactly where to find it. When you export screens from Figma for a presentation, they go straight into the Exports folder with clear naming conventions. No confusion, no hunting, no wasted time.
Here's a pro move: Create a "Resources" document that lives in the main folder. List all project links (Figma files, FigJam boards, project management board) with descriptions. Add key information like brand colors, typography rules, and project goals. This becomes your project bible that anyone can reference.
The beauty of cloud storage is version control without the complexity. Save iterations with clear names like "Homepage_v2_with-new-hero.fig" and you'll always know which file is which. Set up automatic backups for peace of mind. When (not if) someone accidentally deletes something important, you're covered.
Bringing It All Together
These five tool categories – project management, async communication, video feedback, digital whiteboarding, and file storage – create a complete ecosystem for design collaboration. They work together to eliminate friction, reduce miscommunication, and let everyone focus on what they do best.
The key isn't using every feature of every tool. Start simple. Pick one tool from each category that fits your work style and budget. Set them up at the project's beginning, not when things get chaotic. Create clear conventions for naming, organizing, and communicating that everyone follows.
Remember, tools are just tools. They enable great collaboration, but they don't create it. The best tech stack in the world won't help if the human elements – trust, clear communication, and mutual respect – aren't there. But when you combine the right tools with the right approach, design collaboration becomes less about managing chaos and more about creating something amazing together.
Your perfect toolkit might look different from someone else's, and that's okay. The goal is finding what helps you and your designer work smoothly, communicate clearly, and deliver great results. Start with these five categories, experiment with what works, and build a workflow that makes collaboration feel effortless.