Catalyze Webcast - Surefire Stakeholder Communication Strategy - Carkenord - 021408

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Information about Catalyze Webcast - Surefire Stakeholder Communication Strategy -...

Published on February 14, 2008

Author: thumbarger



This is the presentation from the February Catalyze Webcast. Barb Carkenord from B2T Training presented her surefire strategies for improving communications with stakeholders.

Welcome to the Catalyze Monthly Webcast Thank you for joining today’s webcast – we will start about 2 or 3 minutes past the top of the hour. Please send a Chat message to the Host and Panelists if you have any questions. Use the Q&A feature to send any questions to the Host and we will answer them at the end of the presentation. We will be posting the slides and recording to Catalyze in the next few days.

F O C U S Q U A L I T Y E X P E R I E N C E Sure-Fire Stakeholder Strategy Barbara Carkenord, CBAPTM, President B2T Training

Agenda Business analysis planning People, project, process Tools to understand people Stakeholder analysis Communications plan PMs and BAs are the primary project communicators A Sure-Fire Strategy – “The 7 Golden Rules”

Why Is Getting Started So Hard?

Business Analysis Planning The business analysis work plan includes: A clear business analysis approach and scope Stakeholder analysis communication planning Deliverables that will be produced (i.e. requirements) Business analysis tasks to be performed The result of an excellent business analysis work plan is that you will be able to estimate the amount of time and the stakeholder resources needed to complete the work.

Business Analysis Planning Framework™ BA Assigned to Project People Project Process • Stakeholder Analysis • Objectives • Size • Deliverables • Communications • Current status • Risk • Methodology/Standards Strategies • Type • Complexity • Techniques • Strategic alignment Deliverables List W/S Stakeholder Analysis W/S Project Overview W/S Deliverables W/S Business Impact W/S BA Work Plan • Task List • Stakeholder Communications Plan • Deliverables • Estimates BA Work Plan W/S Incorporate into Project Plan

The Project Understand the unique project characteristics: What type of project is this? How important is the project to the organization? How large is the project? What are the business risks? How many stakeholders are impacted? How many interfaces does the project have? How complex is the project?

The Process Support the organizational standards and processes: What approach will be used for this project? Are the stakeholders familiar with the planned approach? Are the project roles and responsibilities clear? Is the process tailored appropriately for this project? What deliverables are required?

The People Get to know the people Stakeholder analysis Communication plan for business analysis work

The BA and PM as Communicators BA PM Responsible for Responsible for all stakeholders that impact or stakeholders are impacted by Overall project requirements communication Determine best elicitation Status reporting techniques Determine overall project Determine best schedule requirements deliverables Determine amount of time needed from stakeholders

The Strategy A Sure-Fire Strategy – “The 7 Golden Rules” Identify the people Get to know them Engage them early and communicate often Identify potential problems (risks) Reduce problems with communication plan Fit that knowledge into your business analysis work plan Review alignment to project goals and adjust as necessary

Stakeholder Analysis The BA will detail the characteristics and communication styles of the project stakeholders Stakeholder analysis includes determining: The stakeholders (who) Their role in the project (what) Their characteristics (what) Their availability (when) Their location (where) Their motivations (why)

Identify the People Who are the people that impact or can be impacted by the requirements of a project? Subject matter experts (SMEs) Users Management approvers/reviewers Quality assurance team (QA) User acceptance test participants (UAT) Development team Architects

Stakeholder Roles What is each person’s role? Database Architect Executive Sponsor Quality Assurance Business Analyst Project Manager Developers Responsible SME Approver Consultant Informed Create project C A I R C I R scope Project kickoff C R C C C C C Manage project I A I RA I C C progress Provide objectives, R A I A C I R problems and risks

AP2 Stakeholder Characteristics Understand their objective characteristics: Physical location Availability for project work Subject matter expertise Technical team experience External vs. internal Experience on previous projects Level of formality Decision making authority Preferred mode of communication

Slide 15 AP2 Angie Perris, 8/30/2007

Stakeholder Characteristics Understand their subjective characteristics: Value to the organization Culture/language Relationship to other stakeholders Emotional commitment to the project Technical team skill level Ability/speed of decision making

Communication Plan Develop a draft of a communications plan based on stakeholder characteristics Identify stakeholder importance, any concerns and communication strategies with each

How Are You Going To Do It? Based on what you know: How will you elicit requirements? What working documents and project deliverables will be developed? What communication strategies will you employ to reduce any concerns identified? How will you communicate the requirements to each stakeholder? What validation activities will you plan?

Communication Plan The final communication plan should include: Who will receive the communication What will be communicated How it will be communicated When it will be communicated Any special concerns or strategies to be applied What deliverable is being developed or validated

Goal: Clear Communication He said to his friend, quot;If the British march By land or sea from the town to-night, Hang a lantern aloft in the belfry arch Of the North Church tower as a signal light,-- One if by land, and two if by sea; And I on the opposite shore will be, Ready to ride and spread the alarm Through every Middlesex village and farm, For the country folk to be up and to arm.quot; --Paul Revere’s Ride by Henry Wadsworth Longfellow

Business Analysis Work Plan Your completed business analysis work plan should include: A stakeholder communication plan A detailed list of tasks List of deliverables to be produced Time/cost estimates “The 7 Golden Rules” B2T Tip: Use your plan as a negotiation tool! Sponsors and PM will probably want this done faster. The plan helps drive discussion to get more resources or reduce scope of analysis effort.

Conclusion Know where you are going before you jump into the work The complexity of stakeholder analysis should be as complex as the project Get approval on your approach to the Business Analysis work As you discover new things examine your plan and make adjustments as necessary

B2T Training’s Magazine the bridge Fall/Winter 2007 issue Spring 2008 issue will feature planning part 2 Focused on Business Analysis Planning To download a copy go to:

About B2T Training We offer a comprehensive training for learning how to perform the BA role Great mix of lecture, discussion and hands on exercises Our sole focus is training Business Analysts All of our instructors are practicing BAs Our small class sizes allow for in-depth discussion and personal attention We offer an performance-based certification

About B2T Training Course offerings: Essential Skills for the Business Analyst Detailing Business Data Requirements Detailing Process and Business Rule Requirements Facilitating Requirements for Business Analysts Requirements Validation Developing a business analysis work plan IIBA CBAP Exam Prep For more info got to

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