Tag: Requirements

Transition Requirements – The Key To Adoption

Written by Tiffany Wiley on September 18, 2024. Posted in Articles.

The key to adoption. Don’t forget the obvious.

As a Business Analyst at heart, requirements play a part in my everyday life. Much to the annoyance of those closest to me, I’m wired to think of everyday activities in terms of requirements 😊

However, transition requirements are sometimes elusive, even to those of us with a couple of decades of experience. But – they are the key to adoption!

A quick little story time…

When my daughter went to her first school, we spent weeks preparing; we got her a backpack and matching lunchbox, new school clothes, new shoes, and a sleeping mat, and we even planned a lunch and snack menu! I even read the school handbook, multiple times! At 3.5 years old; she’s spent her entire life with just the three of us. She never went to a daycare, so this was her first school-like experience, and we were ALL excited! Nevertheless, in all that preparation, we neglected a key piece of information – WE would not stay with her at school.

As we unbuckled her, with excitement beaming from her eyes, she stated “Mommy, we are all going to have so much fun today!”. At that moment, I knew I missed a key piece of information that was going to completely change how the rest of the day went. Oops! And it did…she was distraught! Then I was too!

In all my functional preparation, I neglected to operationalize her new school experience. I completely missed considering my key stakeholder’s transition!

Even with over 18 years of requirements management experience, I forgot the obvious. This is your call to action – don’t forget the obvious!

What are transition requirements?

Transition Requirements (or Transitional Requirements) are like NFRs (Non-Functional Requirements), in that they are often missed in the design and development processes.

As the name suggests, these are the requirements that will ensure a successful transition from the current to the future state.

Why are they important?

Without a plan to transition from the current state to the future state, adoption will surely slow if not stop entirely. You as the Product/Project Manager may be excited about this change, but excitement alone doesn’t cross the finish line!

A transition (or migration) will likely impact other business units and processes. For example, a customer may need to upgrade a current licensing agreement to transition to a new solution. Do you wait to transition them? What is the impact of waiting? Are there legal implications? Is additional training required?

Additionally, on the softer side of a transition, is understanding the change curve. Especially when it comes to process or culture-related changes, transitions can be very difficult. People are creatures of comfort – i.e., creatures of familiarity. And change is unfamiliar….it is uncomfortable. Having a good understanding of change management can help ensure there aren’t gaps in the transition plan and requirements.

How does that tie into overall value?

Value is realized when the solution is adopted. A single transition requirement alone does not generally provide quantitative value. However, the overall plan and requirements’ existence provides a qualitative value by ensuring a successful transition can happen – leading to better adoption and ultimate solution value realization.

Technique for gathering Transition Requirements?

Transition requirements should only be defined once the final solution is known. It doesn’t need to be fully implemented, but it must be known.

Unlike functional (or stakeholder) requirements, these are typically not willingly disclosed or stated by the business or users. Because of this, my favorite technique to start with is questions; to elicit information to then derive the transition requirements from that information. It is important to have a listing of questions to start with, but also being present in the discussion will help uncover additional questions to minimize gaps and assumptions.

Some sample questions and follow-up questions are noted below:

Are there any user skill gaps that need to be filled to operationalize the new solution?
- Is this a training we can provide, or do we need outside help?
- What is the cost of this effort?
- What type of internal messaging is required?
Is there any data that needs to be migrated from the current to the future system?
- If so, how can that be done?
- Migrate all data? Only some data?
- Does data need to be transformed?
- How long to prep? Migrate? Validate?
- Are there any regulatory requirements for transmitting the data?
- What are the ideal timelines?
What is required to retire the current solution?
- Can it just be turned off/eliminated?
  - Do user accounts need to be deactivated?
- Is there a cost associated with terminating (or ending early)?
- Will data need to be deleted? Can it (contractually) be deleted?
What processes need to change to implement the new solution?
- How/when will this process change happen?
- How/when will it be communicated?

Additionally, think about the differences between the two solutions/states. Then identify some questions, even if they seem silly, to help elicit information. Listed below are a couple of sample projects with a few starting questions:

Set your launch up for success by not forgetting the obvious – Transition Requirements.

The Mirage of AI as a Cure-All: How to Ground Executive Enthusiasm in Realistic Outcomes

Written by Joel Frenette on September 11, 2024. Posted in Articles.

In today’s fast-paced business environment, artificial intelligence (AI) is often heralded as a panacea for a wide range of organizational challenges. Whether it’s optimizing supply chains, improving customer service, or enhancing decision-making processes, AI promises to revolutionize how businesses operate. However, as any seasoned project manager or business analyst knows, the reality is far more nuanced.

Many executives, driven by the latest headlines or industry trends—often referred to as “managing-by-magazine”—may come to you with the next “big idea” for an AI project. While their enthusiasm is commendable, it can also lead to unrealistic expectations and poorly defined projects that fail to deliver the promised results.

The Problem with AI Hype

The marketing surrounding AI often paints it as a silver bullet capable of solving any business problem. This can create a disconnect between what executives expect and what AI can realistically achieve. Without a clear understanding of AI’s limitations and the specific problems it can solve, organizations risk investing in projects that deliver little to no return on investment (ROI).

As a project manager or business analyst, your role is to bridge the gap between executive enthusiasm and practical outcomes. This involves not only understanding AI technology but also being able to communicate its potential and limitations in a way that resonates with decision-makers.

Start with the Use Case

The first step in any AI project should be to thoroughly discuss the potential use cases. What specific problem is the AI solution intended to solve? How will success be measured? By framing the conversation around use cases, you can help executives focus on the practical applications of AI rather than getting swept up in the hype.

For example, if an executive is excited about using AI to improve customer service, you might start by discussing how AI could be used to automate routine inquiries, allowing human agents to focus on more complex issues. From there, you can explore the potential ROI, such as reduced call times or improved customer satisfaction scores.

Identify Specific Deliverables

Once the use case is clear, the next step is to identify specific deliverables. What tangible outcomes will the project produce? These could be anything from a working prototype of an AI-powered chatbot to a detailed report on how AI can be integrated into existing workflows.

By focusing on specific deliverables, you can help manage executive expectations and ensure that the project remains grounded in reality. This also makes it easier to track progress and measure success, as you will have clear milestones to work towards.

ROI: The Bottom Line

One of the most critical aspects of any AI project is identifying the potential ROI. This involves not only estimating the financial return but also considering the broader impact on the organization. Will the AI solution improve efficiency? Reduce costs? Enhance the customer experience?

ROI calculations should be revisited regularly throughout the project lifecycle. As new information becomes available, it’s important to reassess the potential benefits and adjust the project scope as needed. This iterative approach ensures that the project remains aligned with organizational goals and delivers real value.

Refine Through Requirements Gathering

Even with a clear use case, specific deliverables, and a well-defined ROI, it’s essential to continually refine the project scope through requirements gathering sessions. These sessions allow you to gather input from various stakeholders, identify potential challenges, and ensure that the project remains on track.

During these sessions, it’s important to ask probing questions to get to the heart of the matter. What are the underlying business needs? How will the AI solution integrate with existing systems? What data will be required, and how will it be managed? By addressing these questions early on, you can prevent scope creep and ensure that the project stays focused on its core objectives.

The Power of Business Process Mapping (BPM)

One highly effective tool for refining project scope and ensuring alignment with business objectives is Business Process Mapping (BPM). BPM is a visual representation of an organization’s workflows and processes, and it can be instrumental in highlighting inefficiencies, redundancies, and gaps within current operations.

Before diving into an AI implementation, BPM can help you and your stakeholders gain a clear understanding of how work is currently being done. By mapping out existing processes, you can identify where AI might be most beneficial, as well as areas that may need improvement before AI can be effectively integrated.

For instance, if a process map reveals that a significant amount of time is spent on manual data entry, this could be a prime area for AI automation. Conversely, if a process is already highly optimized, it might not be the best candidate for AI enhancement, helping you avoid misallocation of resources.

BPM also serves as a communication tool, providing a common language for discussing process improvements. It enables all stakeholders to visualize where changes will occur, what the expected outcomes are, and how the AI solution will fit into the broader organizational landscape. This transparency can help prevent misunderstandings and ensure that everyone is on the same page regarding the project’s goals and expectations.

Conclusion: Turning AI Hype into Real Results

AI has the potential to transform businesses, but it’s not a one-size-fits-all solution. By taking a thoughtful, measured approach to AI projects, you can help your organization avoid the pitfalls of “managing-by-magazine” and achieve real, tangible results.

The key to success lies in grounding executive enthusiasm in practical outcomes. This involves thoroughly discussing use cases, identifying specific deliverables, calculating potential ROI, and continually refining the project scope through requirements gathering sessions. Additionally, leveraging tools like Business Process Mapping can provide valuable insights into existing workflows, highlighting areas where AI can be most effective and ensuring that the project delivers real value.

By following this process, you can ensure that your AI projects are not only aligned with organizational goals but also contribute to the long-term success of your organization.

The Deadline Dilemma: Unpacking the Reality of Arbitrary Timelines

Written by Adrian Reed on August 15, 2024. Posted in Articles.

Perhaps I’ve been doing this job so long that I’ve become a little cynical, but I have a theory. I suspect that 80% (or more) of deadlines that are given are completely arbitrary. They are either based on ‘finger in the air’ guesstimates of when something is needed, or (in some cases) they are just plucked out of thin air. What is particularly difficult is when the person setting the deadline has no real idea of what the work is or how long the work will take.

An Example: The Deadline That Creeps Up

In a previous role, a long time ago, I was working on what I believed to be a very time critical deliverable. Once it was complete a senior executive would be using it, and I was told that the deadline was non-negotiable. The project manager was very clear: the work has to be completed, there can be no slippage. Initially, it looked just about achievable, so I set off doing my work.

As is so often the case, the work turned out to be more complex than anyone had realized. I escalated, and explained things were likely to take longer than anyone had assumed, and was told that there’s no chance of extending the deadline. Since I was enjoying the work and the deadline seemed so important I was happy to put in some late nights. Towards the end, I worked some weekends too, and just about got it over the line in time. I was tired, but it felt good as I uploaded the final version and emailed the senior stakeholder.

However, that feel-good factor soon faded when I immediately got a response: an automated ‘out of office’ explaining that the stakeholder was on vacation for a week. Investigating further, I find that yes, this person is on vacation, and this had been planned for a long time (they hadn’t taken emergency leave at short notice).

The deliverable wouldn’t be utilized for a week. There was actually a week of ‘slack’ built into the plan, but nobody told me. I could have slept more and I needn’t have worked the weekend…

My Bad: Not Asking “What Is The Implication Of This…”

It would be easy to blame the project manager or senior stakeholder in this story, but I don’t. In fact, it taught me something really important about deadlines. When a deadline is tight, it’s important to ask questions to understand how ‘hard’ and constrained it is. Ultimately here, we’re testing the constraints. Questions include:

There are many other questions too, and the intention here is to understand what is a real, immovable constraint and what isn’t.

Being Clear on Estimates

Equally, alongside asking questions, it is important to drive analysis deadlines on analysis estimates, rather than accepting arbitrary deadlines. There is often uncertainty, and if it is necessary to have a detailed plan up front, then the schedule ought to be based on a practitioner’s assessment of how long the work will take. If a deadline is found to be arbitrary or malleable, then planning forward and explaining what is possible in a particular timeframe can be a useful approach. Whatever approach is taken, getting regular feedback, updating estimates and pivoting accordingly is important, as is managing expectations.

In summary: understanding what is a real constraint and what isn’t is crucial. This can be achieved by asking provocative but important questions.

Beyond the Buzzword: A New Era of Collaboration or Competition?

Written by Aman Fogat on August 8, 2024. Posted in Articles.

During a recent project, I found myself in the midst of a significant breakthrough. Our team was tasked with producing a comprehensive set of artifacts and documentation—a process typically spanning an entire week. This time, we decided to harness the power of AI to expedite the process. Remarkably, what usually took us seven days was accomplished in a single day.

As we marveled at the efficiency of our AI tools, my Senior Business Analyst turned to me with a thoughtful expression. “Do you think our jobs are at risk?” they asked, a hint of concern in their voice. “AI has done in one day what we usually do in a week. Are we becoming obsolete?”

I was momentarily taken aback. The question lingered in my mind as I pondered the implications of this technological leap. It was clear that AI was reshaping the way we worked, but what did this mean for the future of our roles as business analysts? Would we become redundant, or would AI simply redefine our responsibilities?

Understanding AI and Its Limitations

AI refers to the simulation of human intelligence in machines designed to perform tasks that typically require human cognitive functions. These tasks include reasoning, problem-solving, and learning from data. While AI excels at automating repetitive processes, analyzing large datasets, and generating insights, it has inherent limitations. AI lacks the ability to fully comprehend contextual nuances, emotional subtleties, and complex decision-making scenarios that require human judgment.

The Core Responsibilities of Business Analysts

Business analysts play a vital role in organizations by identifying business needs, proposing solutions, and facilitating communication between stakeholders. Their responsibilities include analyzing and improving business processes, managing stakeholder expectations, and guiding organizational change. These tasks involve a deep understanding of human behavior, organizational dynamics, and ethical considerations—areas where AI currently falls short.

Stakeholder Management and Negotiation: One of the critical aspects of the BA role involves managing relationships with various stakeholders and negotiating between differing interests. These activities require a level of empathy, negotiation skills, and cultural understanding that AI struggles to replicate. AI may analyze data and automate tasks, but it cannot navigate the complexities of human interaction and build consensus among diverse groups.

The Impact of AI on Business Analysis

Ethical Decision-Making: Business analysts often face decisions with significant ethical and practical consequences. AI systems, despite their advanced capabilities, cannot replicate human ethical reasoning or take responsibility for decisions. The ability to navigate complex ethical dilemmas remains a critical aspect of the BA role.

Human Interaction: The role of a business analyst involves extensive human interaction, such as negotiating between stakeholders, translating business needs into technical solutions, and managing change. These interactions require empathy, negotiation skills, and an understanding of organizational culture—skills that are challenging for AI to mimic.

Strategic Decision-Making: Business analysts are tasked with making decisions that impact various aspects of an organization. AI can assist by providing data-driven insights, but the responsibility for interpreting these insights and making strategic decisions will continue to rest with human analysts. The ability to balance data with human judgment is essential for effective decision-making.

AI as an Enhancement Tool

Rather than replacing business analysts, AI is poised to enhance their capabilities. By automating routine tasks and analyzing large volumes of data, AI can support BAs in their work, allowing them to focus on more strategic and value-added activities.

Increased Efficiency: AI can streamline data analysis and automate repetitive tasks, freeing up business analysts to concentrate on high-value activities such as strategy development, problem-solving, and stakeholder engagement. This shift enables BAs to leverage their expertise in areas where human insight is indispensable.

Collaboration with AI: Embracing AI as a collaborative tool will be key for business analysts. By integrating AI technologies into their workflows, BAs can enhance their productivity and effectiveness. Continuous learning and adaptation will be essential for BAs to stay ahead in an evolving landscape.

The Future of Business Analysis

The role of business analysts is not on the brink of extinction; instead, it is evolving in response to technological advancements. AI will not replace business analysts but will transform how they work. The future will see BAs leveraging AI to handle routine tasks, analyze data, and generate insights, while they continue to focus on strategic activities that require human creativity and judgment.

In conclusion, AI is reshaping the business analysis profession by augmenting the role of business analysts rather than rendering it obsolete. As AI tools become more integrated into business processes, BAs will find new opportunities to enhance their impact and contribute to organizational success. Embracing this change and adapting to new technologies will ensure that business analysts remain valuable assets in the evolving business landscape.

The Role of Customer Feedback in Product Development

Written by Divya Joshi on August 7, 2024. Posted in Articles.

In today’s competitive business landscape, understanding your customers needs, preferences, and expectations is the key to the success of any product development strategy. And one of the most effective ways to achieve this is by leveraging customer feedback. This not only helps a company to improve their product and services but plays a pivotal role in developing marketing strategy and driving growth.

In this blog, we’ll delve into the importance of customer feedback and explore ways on how to use customer feedback to improve your products and services.

How does customer feedback improve your Product Development?

Improving Product and Services: Customer feedback is a valuable resource that provides direct insights on what customers think about your products and services. By analyzing the feedback, the organization can get to know what customers are looking for, what are the things they like about the products, anything missing from the products, things to work on to improve your service, and pain points. This information is essential for crafting marketing messages that resonate with your target audiences.

Building Trust and Credibility: Customer feedback helps in product development and improving the services of an organization. When you value customer feedback and use it for the development process, customers feel values, which in turn increase brand loyalty towards the product and positive word-of-mouth marketing. By integrating this with your product development company, you can ensure that their offers align with their market demands.

Improve Marketing Strategy: Customer feedback is like a source of information that highlights what’s working well, what isn’t, and what the company needs to do to increase their marketing efforts. With customer feedback, companies can identify unique selling propositions of their product, point out benefits or features in their product description to make the product more appealing to customers, and real-life endorsements from customers can be particularly persuasive to potential buyers for increasing product adoption and a seamless product launch.

Incorporate Insights into Marketing: Customer feedback helps provide data that can help you segment data into preference, purchase behavior, and purchase history. This allows for improved collaboration between marketing and product teams to create targeted campaigns that are more likely to resonate with each user segment.

Drive Customer-Centric Innovation: Customer feedback is necessary for driving innovation. By continuously gathering feedback, businesses can stay ahead of marketing trends and anticipate customer needs. This feedback brings out innovative ideas, understands the challenges in the market, helps you position your brand apart from your competitors, and makes you a market leader.

Validate Your Value Proposition: Customer feedback helps identify your value proposition, essentially confirming that your product or services provide the unique value you claim that is necessary for capturing market share. It helps you to identify that your product meets customer needs, how unique you are compared to your competitors, and the pricing is aligned with the perceived value and gauges overall satisfaction.

How Do I Gather Customer Feedback?

Customer feedback is necessary for successful marketing; it provides insights on customer demand, preferences, experiences, and current competitors. So here are some methods to collect feedback for marketing purposes:

Survey: Surveys are great tools for collecting feedback from customers. You can use email, social media, a website, or in person to collect feedback from people. This survey addressed specific people to understand their overall motivation for using a product or service. You can collect both qualitative and quantitative feedback through surveys.
Customer Feedback Page: Creating customer feedback is crucial for every product and service company. You can place it on your product or add it to your website. This helps enhance your marketing efforts and develop more targeted strategies. You can collect different types of feedback, such as ideas, feature requests, bug reports, and suggestions from your users.
Customer Interviews: This involves having a direct, one-on-one conversation with customers, allowing the organization to collect detailed feedback directly and without any interferences. Customer interviews help identify unmet demands and needs, validate product features, and discover paint points and areas for improvement.
Feedback Forums: Feedback forums are online platforms where users can share their opinions, experiences, and suggestions about their products, services, or topics with other people. This forum can be very specific to a company, product, or service, or it can be a general platform where multiple topics are discussed.
Focus Groups: these are small interactive groups of customers or potential customers who provide feedback in a discussion setting. They help provide deeper insights into customer perspectives and desires related to a company’s products.
Feedback Widget: It is a tool or feature embedded on a website or within an application that allows users to provide feedback as ratings, suggestions, bug reports, etc.
Customer Support: Companies can train their customer support team to gather feedback during their conversation with the user. During the interaction, they can gain insight on how to improve product offerings and what problems they are facing with the current user.

Conclusion:

Customer feedback is a great tool to help improve overall company performance, from sales to marketing to product development and growth. By successfully understanding what your customer needs, you can focus on product development, building trust, personalizing marketing efforts, and driving customer-centric innovation, and your business can drive more revenue.