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Instructional Design Operating Model (Startup Environment)

Instructional Design Operating Model (Startup Environment)
A scalable instructional design operating model built to accelerate course development in a startup environment.

Building a complete instructional design operating model from scratch, including templates, playbooks, QA systems and onboarding, to scale course development across programs.

Context

  • Instructional design function had been unable to consistently produce courses
  • Previous internal team had been dissolved prior to rebuilding efforts
  • New leadership brought in to increase production speed and scalability
  • No existing processes, templates, standards, SME engagement model
  • High demand to develop fully online programs across disciplines

The Problem

  • Course development timelines exceeded one year or stalled entirely
  • No standardized approach to course design or documentation
  • Inconsistent quality across courses and programs
  • Lack of structure for working with subject matter experts (SMEs)
  • No centralized system for managing workflows, timelines or deliverables
  • Teams operating reactively rather than through defined processes

My Role

As one of the first Senior Instructional Designers hired to rebuild the function, I partnered with leadership and a fellow founding designer to design and implement a complete operating model that would:

  • Establish standardized templates and methodologies for course development
  • Create structured workflows and documentation for all phases of development
  • Develop QA systems to ensure consistency and quality
  • Design onboarding, training and support for SMEs and instructional designers
  • Enable scalable production across programs and teams

Approach

1. Building the Foundation (Templates and Standards)

I developed core templates for learning objectives and course outlines, module structures and lesson design, practice activities, assessments and rubrics. I created program-level frameworks to ensure consistency across courses within the same academic program.

2. Designing the Operating Model and Playbooks

I built a centralized instructional design playbook (Microsoft Loop), with which I organized workflows into clear development phases using Backward Design (e.g., objectives → outline → modules → review → launch). I documented standard operating procedures (SoPs), best practices (e.g. lesson design, objective writing) and program-specific guidelines. I established a single source of truth by linking playbook pages to centralized SharePoint template libraries.

3. Workflow and Project Management System Design

I defined timelines, milestones and turnaround expectations for each development phase. I implemented project tracking workflows using monday.com and standardized related kickoff processes, planning templates and communication structures. I transitioned the ID team from reactive, ad hoc work to a structured development pipeline.

4. QA Systems and Quality Control

I developed and implemented QA checklists across learning objectives, lessons and activities, and assessments and rubrics. I reduced inconsistencies and ensured alignment with institutional standards, accreditation requirements and program expectations.

5. SME Onboarding and Enablement

I designed SME onboarding materials, contracts and training workshops. I created guidelines, tips and expectations for working within the development model, and I standardized how SMEs contributed to course design.

6. AI Integration and Continuous Improvement

I built a shared library of AI prompts and custom GPTs for lesson drafting, rubric creation and alignment checks. I maintained and updated tools to reflect current standards and eliminate outdated practices. I continuously refined workflows based on team feedback and performance.

Impact

Institutional Impact

  • Established a fully functional instructional design operation from the ground up
  • Enabled scalable development across multiple academic programs
  • Strengthened alignment between course design, outcomes and institutional standards

Operational Impact

  • Increased production to ~50 courses developed within the first year
  • Reduced development timelines to ~16 weeks per course
  • Streamlined workflows by reducing unnecessary steps and improving efficiency
  • Improved milestone tracking and delivery through structured project management

Quality and Experience Impact

  • Improved consistency across courses and programs
  • Reduced revision cycles through standardized templates and QA processes
  • Achieved 89–92% positive student satisfaction ratings for course experience
  • Enhanced collaboration across instructional design, faculty and academic leadership

Scale and Team Growth

  • Grew from a founding team of 2 senior instructional designers to:
    • 4 Senior Instructional Designers
    • 6 Instructional Designers
    • Dedicated Project Manager
  • Collaborated across:
    • Academic leadership (deans, department chairs)
    • LMS, IT, and media teams
    • Assessment, library, and faculty partners

Tools & Capabilities Demonstrated

  • Systems design & operating model development
  • Instructional design at scale
  • Team building and leadership
  • Process standardization & QA systems
  • AI integration in production workflows
  • Cross-functional collaboration