Redesigning Dropbox’s ways of working | Figma Blog (opens in new tab)
Dropbox’s shift to a virtual-first model required more than moving meetings online; it meant redesigning how teams collaborate and maintain creative energy. Having already adopted Figma, the design team expanded its use from design production to brainstorming, reviews, handoffs, and cross-functional communication. Figma ultimately became a shared visual workspace for teams across Dropbox, helping recreate some of the spontaneity and connection of the physical office. ## The Challenge of Virtual-First Work - Dropbox’s culture and workspaces had been designed around in-person collaboration across twelve global offices. - Design teams relied on physical workshops, post-its, whiteboards, and informal interactions to generate ideas. - Remote work made creative flow and team connection less automatic, requiring more intentional collaboration practices. ## Redesigning Collaboration with Figma - Dropbox’s design organization had migrated from Sketch to Figma in 2018 and already used it for: - Brainstorming - Wireframing - Prototyping - Commenting - During the pandemic, designers increased their reliance on Figma to reduce communication gaps. - Observation mode replaced some in-person design reviews, allowing participants to follow a presenter’s work directly. - Designers shared files for rapid iteration instead of pairing at a desk or brainstorming in a physical room. - Design sprints brought engineers and product managers directly into Figma, making participation easier for non-designers. - Teams also created asynchronous workflows, such as using checkmarks in an icon template to signal that assets were ready for inclusion in the master library. - These file-based processes reduced unnecessary communication and improved the efficiency of recurring library releases. ## Expanding Figma Across Dropbox - The design team became an example of how remote collaboration could work for the broader organization. - Cheechee Lin led workshops teaching cross-functional teams how to navigate Figma and use features such as commenting, exporting, viewing, and following. - More than 200 people from marketing, research, data science, and other teams attended the workshops. - Figma provided a shared visual space that compensated for the lack of physical whiteboards. - Teams beyond design began using Figma for test plans, research presentations, survey data, qualitative insights, and collaborative presentations. Dropbox’s experience suggests that successful virtual-first work depends on deliberately rebuilding collaborative habits, not simply adopting video calls. Making a shared, accessible workspace central to communication can help distributed teams preserve creativity, speed, and cross-functional involvement.