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Tag: Team

Collaboration – Shared Documentation

I think one of my favorite collaboration techniques is the idea of a shared deliverable, I call this co-ownership.

Today’s technology has grown so much that almost every application you work on has some type of collaborative or shared capability. These applications can reduce the amount of time to take it takes to get things done in a big way. You no longer have to wait to get something reviewed or looked at. Someone can review a part of your document from their phone. There’s no need to wait until someone’s time is available on their calendar and you don’t have to book the conference room with the television that you can present on. The days of waiting until the document is perfect before you print it out and hand it to others is gone.


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This is the ability for multiple people to edit the same document at the same time. This allows for great collaborative techniques like co-authoring & co-ownership.

One person can own the scope statement, another person can own the business rules, and yet another person can own the activity diagram. Here is what makes this great, they can all be editing the same document at the exact same time. You thought two heads were better than one, imagine two keyboards or three or four or however many make sense to get the task done quickly and efficiently.

Whether you are in the same meeting, working on the same document, or just taking the time to get sign off. The most important part about collaboration is that everyone is involved in some way. It is almost the opposite of compromise. In compromise everyone gives something up, in collaboration everyone contributes.

To-Do List/Ta-Da List

Being organised is an important aspect of business analysis, and so is personal reflection and maintaining motivation.

How can these aspects relate to each other?

To-do lists, whether mental, physical or digital (or a combination of all three!) form a key part of our strategy for ‘getting things done’, prioritising and feeling ‘on top of things’.

There is a sense of satisfaction in completing a task, and literally checking things off. That good feeling can be very fleeting, as we look with dismay at the many items remaining on the list, and we tend to take no time to reflect on the totality of things that have been checked-off.

A fact of modern life is that you will never reach the end of your to-do list!

Perhaps there is a way to maintain that sense of accomplishment, to create a lasting record of achievements and have somewhere to turn when a boost of motivation is needed.

When something is completed from your to-do list, take a couple of extra seconds to see if this should be moved to your ‘Ta-da’ list.

This may not be the ‘big-ticket’ items we can put on a CV, but the day-to-day activities we are getting through and instantly moving onto the next task. Items on the Ta-da list might include:

The positive things:

  • That was great
  • I surprised myself
  • I enjoyed that
  • I’m proud of that
  • I got great feedback.

The challenging things:

  • I thought it would take ages but it didn’t
  • I’ve been putting it off
  • I’ve never done it before
  • I was dreading it but it was fine
  • I was outside my comfort-zone, and I had to really push myself
  • It didn’t work out how I imagined, but I learned something.

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The people things:

  • We worked really well together
  • I have a good relationship with that person now
  • I managed to influence that decision
  • I really helped that person
  • They really helped me.

The list may not turn out to be things you can easily articulate as achievements to other people (new job/promotion/bonus/award…) but will grow into a record of everyday activities and successes which would have been all too easily forgotten.

Manging to take note of even one item per month will yield a motivating list to look back on.

EXTENSION TO KANBAN

A physical or digital Kanban board gives us a shared record of what has been ‘Done’. This is a neutral list which does not draw attention to the things the team agree are the major achievements, these achievement’s may or may not reflect particularly significant or interesting features.  Extending Kanban to include ‘Ta-da’ moments keeps a celebratory list of the hurdles overcome, the good decisions made and the results that are achieved when the team is at its best.

CONCLUSION

In knowledge based and digital roles, it can often feel that all we ‘achieve’ day-to-day is meetings and emails. To keep up our motivation we need to record and reflect on our wins, successes and feel-good moments throughout the year.

As the year comes to a close, and we enter the new year with resolutions and good intentions, consider how you can make personal reflection part of your routine, as high up on your to-do list as being organised.

 

Further reading: Gretchen Rubin, Better Than Before (2016)

BEWARE: Analysis Kills Empathy

 ‘When the analytic network is engaged, our ability to appreciate the human cost of our action is repressed.’ [1]

Neurological studies have shown that our brains have two completely separate networks that deal with ‘analytical thinking’ and ‘empathetic and social thinking’, and that these are mutually exclusive processes within the brain. To engage one, we must switch off the other.

Analysts often say things like:

That decision doesn’t make sense…,But they are not being rational…”, There is no logic behind it…” and “If you look at it objectively…”. These are things that are important to us, and many of us believe it’s what we are being paid to do for our organisations, but are we missing something?

Knowing that we are biologically unable to engage problem solving and empathetic mental processes at the same time gives us a significant opportunity to ensure we switch perspectives and consider both the ‘logical’ and ‘human’ view-points.

BAs need to use tools as checklists to remind us to properly explore the human side of IT, digital transformation and organisational change. There are some useful techniques which allow us to do this is a structured way such as:

  • Empathy mapping
  • SARAH curve
  • POPIT™ Model
  • Persona analysis
  • User journey mapping
  • Impact mapping
  • Force field analysis.

Empathy mapping can be used to great effect, not just in the context of business change, customer experience or system implementation, but as a mental checklist in our day to day interactions with others.

Empathy is fundamental to building good working relationships, and to ensure the human impact of our analytical decisions is properly appreciated.

BA Oct 30 1

This adapted empathy model allows us to explore a particular person/ relationship in depth, and is especially useful for what we might label as our ‘difficult stakeholders’, where the relationship is not working well.


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Sees & Hears

How does this situation appear to the other person? What are they hearing from me? (not the same as what I think I’m saying). Are they getting different messages from others? What do they hear about me/this situation from others? What outputs or deliverables do they see from me? What behaviour do they see from me? What is the impact of my actions on them?

Says & Does

What are their activities and deliverables? How do these relate to what I do? What do they say to me and about me? How do they behave towards me/towards others?  Is there a difference? What do I observe in their body language, facial expression and tone?

Thinks & Feels

What might they be thinking about this situation/this relationship? Do they think it’s a difficult relationship? How might our relationship ‘difficulties’ be impacting them? What can I observe that helps me infer their feelings? How do they express their feelings? (choice of words, tone, volume, non-verbal cues, frequency of our interactions, methods of communication).

Pain & Gain

What are their priorities? What do they want to achieve? What are their frustrations and blockers? How am I contributing to these? How can I help them? What would be the benefits of a better relationship with me?

As is always the case with empathy mapping, there is a limit to what can be learned through observation and assumption. At some point we have to speak directly to the person we are trying to understand better, but asking ourselves these questions should help us to empathise and may improve a difficult relationship significantly.

Conclusion

Logical. Methodological. Problem solver.

Many BAs identify with these skills to the point that we see them as personality traits, but we need to understand the warning this research has given us. BAs need to hone our empathy skills to be able to truly understand and represent different perspectives, and to build our working relationships.

‘Empathy is like a muscle: It has to be trained and exercised to become stronger.’ [2]

When we have finished our logical analysis, we need to remember to switch on our empathetic analysis.

References

[1] Empathy represses analytic thought, and vice versa: Brain physiology limits simultaneous use of both networks.(2012)

[2] State of workplace empathy: Executive Summary (2018)

The Oppressive BA

Do you excel in your field? In everyone’s eyes or your own? Be careful how you answer that.

Seriously though – we want to excel, we are in the position we are in most likely because we are good at what we do. We excelled and made advances and gained leadership because we were good at leading. We were analytical, could document requirements, could lead teams into battle and translate things the customer said.

Are we still there? How do we solve the hard issues? Task management, ego clashes and conflict management, collaboration issues, communication breakdowns and missed dates… what’s the coverage and follow-up? Are we oppressive when the going gets tough?

What is oppressive? Here are some descriptions and definitions of “oppressive” …

  • Weighing heavily on the mind or spirits; causing depression or discomfort
  • Suggests causing mental as well as physical strain
  • Implies extreme harshness or severity in what is imposed

Is a great leader oppressive? Probably not – at least not in my opinion. Are you an oppressive business analyst? Or do you just lean that way when the pressure is high and the project or a deliverable is on the line? Do you really want to be that way – do you really want to go there? Probably not. Here are five ways to improve, avoid or at least mitigate that behavior (and if you’re a project manager or other project team member who is being oppressive, this is also for you!)


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Count to 10… seriously.

I realize this one sounds simple but thinking before we react – while it sounds easy is not really an easy thing to do. I know, I’ve got 6 little ones aged 5 through 11 and after 10 minutes of what seems like silence I can walk into the next room where they are playing and find anything from them all playing together nicely to 2 inches of water to curtains pulled down from the rods above the windows. How did they do that so quietly? Everything can be dried up, washed, and fixed… but that initial reaction is one I’m not often good at… and certainly not as good as my wife is at it! When the going gets tough on the project and there are issues to deal with, staying calm and organized in your response and action can be very difficult… but it is critical for leadership, respect and project success. Becoming frustrated, reacting oppressively, pointing fingers and assigning blame is no way to move forward as a team to right size the project ship.

Put yourself in their place.

Yes, transpose yourself to the project team or the team member with issues. See things from their point of view. Were you clear in your initial direction? The actual fault in any issue may be your own communication skills. Communication is Job One for every project leader – project manager, business analyst, team lead, etc. Poor communication, miscommunication, lack of follow-up to ensure understanding, poor listening, and unclear directions are the key ingredients to a communication issue bringing down a project. Is that what happened? Also, is your oppressive behavior going to be received well and responded to or will it further delay appropriate forward and productive action and response? Will it get the project or task back on track or will it only cause further derailment? Usually it will be the latter.

Constructively consider the available options at the moment.

Take a deep breathe during times of stress and issues on the project. Don’t react to the moment, respond to the problem. Look for ways to mitigate and avoid, not over react, oppress and point fingers. Many mutinies have begun over leaders over-exerting powers and directing blame, punishment and humiliation in a public way. This shouldn’t even be done in private. It does no good. Collect the group, brainstorm solutions and workarounds and decisions with your team to present to the project client so as a delivery team you can – collaboratively together, get the off the rails project back on the rails.

Reach out for leadership assistance.

Don’t be afraid to ask for help. Lots of bullying and oppressive behavior is merely a result of not knowing what to do or say or the best way to react. The CEO or the guy to your left may have never gone through what you and your team are going through. But the guy to your right may have. In today’s real time communication possibilities there is no excuse for not trying to reach out for assistance somewhere – even outside your organization.

Sit down and do a roundtable discussion.

Great way to avoid being an over oppressive micromanaging jerk? Hold roundtable discussions with the team, with stakeholders… even involve the customer if the situation calls for it. You might get away with being oppressive with a team member or two but when you grab everyone involved and gather them to help work through a problem or issue that whole group isn’t likely going to let you get away with wasting their day with your demanding me-centric behavior. The first step in getting help is knowing you need help!

Summary / call for input

So – are you an oppressive BA? Probably not. But we all have those moments of control issues. If you find you have lots of those moments though, you might be an oppressive business analyst. Stop, take a very deep breath and then go take a nap and come back refreshed. Or don’t come back. Your team needs a leader, not a dictator. These steps or actions above will help you to stop, think, reach out to others and avoid a very negative reaction when leading a team. I realize there are more ways to calm down and avoid oppressive behavior – but it’s a start.

Leadership Lessons from a Grade School Teacher

Would you like to be a better leader? A more effective mentor?

If so, you can probably benefit from reflecting on past mentors of yours who have influenced you. For me it was a favorite teacher of mine back in 6th grade when I was 11 years old. Mr. Fernholz was a young and engaging teacher. He was to me the embodiment of what a good teacher should be.

Mr. Fernholz stands out to me not so much for any specific things he did. Rather it is because of how he approached his job and how he made his students feel. Well, I’m not sure about how others felt, but I hold him in high regard to this day.

1. Genuine Encouragement.

For one thing, he did not talk down to us or demean us like some of the previous teachers I had (oh the stories I could tell.) He genuinely respected his students and wanted to bring out the best in us. There was nothing obvious about it as much as his attitude. It took me years of reflection to realize how much he respected us.

One personal example was his encouragement of me. I wasn’t the best student at that time and did not work as hard as I should have. My 6th grade friends were not the best students either and there were strong social pressures to slack off. My grades were OK but not great. Mr. Fernholz frequently remarked that I was not working up to my potential.

Mr. Fernholz could have just accepted my under-achievement like my other teachers had. Instead, on many occasions I remember him saying “if you don’t go to college, I will hound you until you do.” HIs quiet encouragement was a constant motivation and not only through college, but during stressful times throughout my career. Thanks, Mr. F!

People on our teams and those we lead or mentor need encouragement like my 6th grade self did. It needs to be genuine, though, and not patronizing. People sense the difference and your interactions will be less effective.


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2. Fairness.

A good leader/mentor is also fair, so when praise is warranted, they will give it. But when guidance is needed, (s)he will provide that too in a fair way. An incident in my 6th grade class illustrates this point.

Towards the end of my 6th grade term, the class took a major test. It was difficult, but I had studied for it (likely after some encouragement from Mr. Fernholz). Sometime during the exam, I accidently kicked some books out of the shelf below my seat. This was not surprising since I was a fidgety kid. I ignored the books so as not to appear like I was looking up answers in them.

When we got our exam results back the next day, I scored well, higher than any other exams I completed that year. It was astonishing, then, when Mr. F wanted to talk to me after class. He told me another student said she saw me cheating on the exam by looking up answers from the book that had fallen. My better-than-ever results probably added to the credibility of the accusation. Still, I was dumbfounded and hurt that someone would accuse me of something so untrue.

To this day I believe that my teacher had somehow perceived I was telling the truth. Maybe he was able to read my body language and other non-verbals to make his determination. He may have also factored in my past behavior, which if not exemplary, was at least free of any issues. He probably also took the context into account—such as some previous awkward interactions between “my accuser” and me. Maybe Mr. Fernholz understood it, but I’ll never know.

3. Set boundaries.

A final significant memory of 6th grade has to do with discipline. Our class had a disruptive kid who I recall was named Mike (it was a lot of years ago). Mike was a classic problem child, and today might be given special counseling or medication. Mike frequently acted out his feelings and disrupted the class on many occasions.

Partway through the school year, Mr. Fernholz set aside a corner of the classroom with masking tape that would be “Mike’s Area.” When class was in session, Mike was not supposed to leave his area, which reduced his disruption a great deal. It really did improve the classroom dynamics. In today’s world I fear that kind of treatment would likely get a teacher reprimanded if not suspended.

What I can now reflect on is that Mr. Fernholz’s treatment of Mike was pretty fair. The kid wasn’t ostracized since he stayed in the classroom. He could participate in discussions and was expected to do al his normal work. What “Mike’s Area” did for him was to set boundaries that he seemed to need. (Some kids today are said to have “boundary issues” when they overly pester others.) That certainly described Mike, and my teacher’s handling of it was appropriate and effective.

We need to be able to set boundaries with people on our team and with whom we mentor. The boundaries might be the amount of time they take up. They might be the kind of advice a mentee seeks. Over the years, people who I have mentored will easily stray from career advice to asking for consulting help for solving work problems. Every mentor’s boundary line is different, and my advice is to be aware of yours and set expectations up front.

To summarize, I have come to realize Mr. Fernholz was my first mentor. He was also an early example for me of a good leader. He may or may not have viewed these things as his role, but he was effective in them. We can improve our own leadership by thinking about and modeling the way effective mentors have helped us. You probably have good role models in your life that you can reflect on how they helped you and how they made you feel. Please share your tips for how your mentors have helped you.