Requirements Processes: Welcoming Base Level Users to Participate
Now that we’ve established the advantages of software requirements sessions leverage base level users: we have to address two very important issues: Are these individuals ready to participate in the requirements process from day one? What can we do to prepare them to do their best? Here are some ideas that I’ve found to be easily implemented and highly effective:
Start With an Expanded Kickoff Session
Many business analysts find it valuable to have a requirements kick-off session for individuals with no previous requirements session experience. This gives them the opportunity to describe what is expected during the process and get everyone familiar with the terms, concepts and technologies used on the project. For example, if the project is taking an Agile approach, include a description of what Agile. This helps base level resources feel more involved with the project and prevents them from checking out during the requirements sessions when unfamiliar items come up.
Empower for Best Results
Base level resources often have a wealth of knowledge that BAs are eager to capture. However, some base level users find that participating in a new process and working side-by-side with executive stakeholders is a little unnerving. One way to encourage the base level resource to speak up is to explain that the reason they’re involved in the requirements session is to correct inaccuracies and provide their viewpoint of how things work.
Clarify Obligations
Participation in requirements sessions often requires “homework”. Be straightforward about action items that may be required during and outside of sessions. Make sure that time commitments are confirmed prior to the kickoff meeting. If the BA thinks of questions that need to be answered prior to the next session, he/she should have a process for tracking and obtaining such information. Some techniques that have proved successful include giving due dates for assigned items and keeping a list of all requested items and their status.
Emphasize the Value of Participation
While participation in requirements sessions involves time commitments, there are tangible benefits. Participation results in more education on the technology used in the solution and enhances the use of the finished product. For example, call center representatives involved in the design of a CRM solution are better equipped to use the technology from day one and train other representatives.
Building the Ideal Requirements Team
An ideal requirements session should include diverse resources who collectively provide the authority to make business decisions, insight into business strategy, and knowledge of end user needs and business operations.
Using a base level user is a cost efficient way to broaden the perspective of the business stakeholder group to include operational knowledge and end-user feedback. Plus, base level users involved in the requirements solicitation process get up and running more quickly and experience business value faster.
If you use base level resources in your requirements process, what advice would you give to others to get the most from their sessions?
Photo Credit: Eduardo Zarate
Category: Business-IT Alignment, Requirements Definition