Effective communication and stakeholder collaboration are vital for successful design reviews. Traditionally reliant on physical mediums, design reviews now predominantly use digital 3D models for their flexibility and cost-effectiveness. Recent advancements in extended reality (XR) technology allow for immersive interactions with 3D models, enhancing spatial understanding. However, research often limits the choice to XR or flat screens, overlooking task-specific needs. This paper proposes a methodology using functional modeling and activity theory to assess XR’s suitability for various design review tasks. By categorizing tasks and analyzing functionalities, it guides the optimal use of XR and flat screens, enhancing design review effectiveness. Future research will empirically validate and refine this framework to support hybrid design review protocols, improving collaborative design processes.