How to reuse scenarios in UX design to save time and resources

While still keeping product usability at a high standard

Canvs Editorial
Meaningful stories and insightful analyses on design

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User scenarios are a key part of UX design, helping you map out how users interact with your product and guiding decisions to improve usability.

But constantly creating new scenarios from scratch can slow you down, especially when you’re working on similar features or products. Instead of reinventing the wheel each time, creating a reusable scenario template can save you time and keep your designs consistent.

In this post, we’ll show you how to reuse scenarios in UX design to save time and resources — building better user experiences.

1. Use a scenario template

A scenario template is a simple, practical tool that saves time and keeps things consistent. It gives you a clear structure for your user scenarios, covering the basics like who the user is, what they’re trying to do, the steps they take, and the outcome. This way, you’ll not waste time figuring out how to organise these details every time you create a new scenario.

The key benefit? You don’t miss any important detail in it.

a. Create or find a template

You can make your own template, or use one that’s already out there, like the ones from the Interaction Design Foundation. The goal is to have a structure that works for you and your team, covering the essentials like user, context, goals, actions, and outcomes.

b. Add a checklist

A simple checklist in the template will make sure you don’t overlook key details. Think of it as a quick way to confirm that your scenarios cover everything from user goals to possible challenges they might face.

c. Tweak it for different projects

The upside of a template is that it’s adaptable. Whether you’re working on a new feature or updating an old one, you can modify the template to fit the situation. The flexibility will save you time.

2. Create a scenario library

A scenario library is a straightforward way to keep all your user scenarios in one place, making them easy to find and reuse. Instead of starting from scratch for every new feature or project, you can pull from a well-organized collection of scenarios that are already in place.

a. Implement categorisation

Make it easy to find what you need by organising scenarios using tags or categories. You can categorise them by user personas, tasks, or specific scenarios. This way, when you’re working on a particular part of a product or targeting a specific user group, you can quickly find relevant scenarios.

For example, if you’re designing for a banking app, you could tag scenarios by user types like “new user” or “experienced user,” or by tasks like “making a transfer” or “checking account balance.”

b. Encourage collaboration

Share the scenario library with your team and relevant stakeholders so everyone can contribute and provide feedback. When team members are involved, they can improve or add to existing scenarios based on their own experience, which will make the library well-rounded.

3. Update and refine your scenarios

User scenarios aren’t static — they need to evolve as your users, product, and market change. What worked a year ago may no longer be relevant, so update your scenarios regularly so that they stay accurate and useful.

Keep it grounded in real-world data and evolving user needs.

a. Do regular reviews

Set a schedule to review your scenarios — whether it’s quarterly or after major product updates — to make sure they still align with user behaviors and expectations.

b. Use data to inform updates

Tap into user feedback, usability testing, analytics, and market research to adjust your scenarios. Data-driven updates will reflect real user needs, rather than assumptions.

c. Track changes with version history

Keep a version history of your scenarios. You’ll be able to see what’s changed over time and lets you learn from previous decisions. You can look back to understand why certain changes were made or revert to earlier versions if needed.

4. Use scenarios as a starting point

Scenarios are a great foundation, but they shouldn’t box you in. Instead of seeing them as fixed, think of them as a jumping-off point for new ideas. They give you a solid structure to start from, but there’s room to go beyond what’s on the page.

a. Use scenarios for brainstorming

Don’t treat scenarios as a fixed plan. Let them spark new ideas and explore alternative ways to solve a problem. This way, they’re more of a tool for discovery than just a checklist to follow.

b. Get input from the team

Have your team build on existing scenarios. Different perspectives can see angles you might not have considered, giving you more options to work with.

c. Keep notes on what you learn

When new ideas or changes come up, make sure to document them. Capture useful insights for future projects and make sure nothing important slips through the cracks.

5. Consider edge cases and atypical users

Designing for the majority is crucial, but it’s the outliers — the edge cases — that often reveal blind spots in your design. These less common interactions can expose weaknesses or opportunities in your product that you might not notice otherwise.

Consider these scenarios and you’ll be to handle unexpected user needs without breaking the experience.

a. Spot edge cases early

As you develop scenarios, actively look for those rare or tricky situations users might encounter. For instance, consider how users with slow internet connections or outdated devices will interact with your product. Identifying these cases early prevents headaches later.

b. Design for atypical users

Build scenarios that focus on users who don’t fit the average mold. Think about those with different physical abilities, unusual workflows, or unique goals. For example, designing a banking app? What about users who rarely use digital tools or are new to online banking?

c. Get outside perspectives

Bring in feedback from people who use your product in ways you hadn’t expected. This could be users from different regions, age groups, or tech comfort levels. Their insights can point out scenarios you didn’t think of and push your design to cover more ground.

6. Leverage historical data

Historical data is a valuable asset in UX design. By analyzing how users have interacted with your product in the past, you can refine your scenarios to better reflect real-world behaviors.

a. Analyse past projects

Look back at data from previous projects — things like user behavior patterns, common pain points, or frequent mistakes. You’ll spot recurring issues or trends and get a clearer picture of what works and what doesn’t.

b. Use data to refine scenarios

Apply what you’ve learned from historical data to tweak and update your scenarios. If certain behaviors or needs keep surfacing, make sure your scenarios reflect them.

It’s more than a template, it’s an asset

Reusing scenarios in UX design is all about working smarter, not harder.

Instead of reinventing the wheel each time, you can focus on improving what already works, making your process faster without cutting corners on usability.

Whether you’re dealing with a simple feature update or a full product overhaul, reusing and refining scenarios will allow you to keep moving forward, fast.

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