Streamline your crm lead to opportunity process in IT architecture documentation

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how you would go about collecting  requirements for your project   that is required from you by a stakeholder for a  specific project so when we talk about conditions   we might mean contractual terms obligations  compliance requirements time frames or budgets   or policies that you need to comply with when we  talk about capabilities these could be features   that your stakeholders need so something like  it must be blue or it must be eight feet high   or it must run at a certain speed these are  capabilities that your solution needs to have so   it's either going to be a condition or it's going  to be a capability the first step is understand   the need your first goal is to first meet with  the sponsor or whoever is asking you for this   and understand what is their need what is the  outcome that they're looking for what are can   you put some numbers against that outcome do you  have all the specifics do you know how many people   will be impacted by this do you know why they want  this what sorts of performance are they looking to   the project will ensure that you're on the right  track so assuming you're able to get a business   need then the next step that you want to do here  is find out your limitations or your constraints   so ask yourself what are my constraints how much  time do i have so time is one of those money is   another one of these resources and there could  be some other constraints like rules and policies   and regulations so ask yourself what are the  constraints that i have and put a plan and   you're going to put a plan to deliver within that  time frame or within that budget so basically if i   have a critical need and i'm coming to you you're  the business analyst and i'm asking you to get   something done that we're looking to roll out in  three months then your business analysis process   definitely can't take that long can't take three  months you'll probably want to take about a month   month and a half because you've got to consider  there's an implementation process somebody's   got to go and code this and then they got to  build the system and then they got to test it   so you have a very limited time frame to work  with and that time frame you need to understand it   all right so assuming you know what your  constraints are then you need to go to the   third step do i know what i need to know so what  does this mean let's say you asked me to implement   sharepoint across the organization or maybe  you asked me to convert all of our printing   into some centralized printing solution my  question to myself would be what does this take   do i know the technology do i know how many  people do i know the location do i know how much   do i know um what what specific functionality  you're looking for do you know do i know the   volume of work that is going to go through the  system so those questions that i have in mind   are going to be answered by specific people or  certain documentation so in this third step you   want to know everything that is still missing  for information so now what you're going to do   is create a list that says item number one that  i need to know is how many people will use this   solution item number two how much are they willing  to spend which was probably covered in step number   two here in the constraints item number three  for example the location item number four   are there any rules that i need to follow item  number five what you know maybe what systems are   in place right now that will need to be replaced  by the new system so you will need to figure out   you need to make a list of all the things that  you need to figure out for this uh solution so   assuming you figured out all the items that you  need clarification on then you go to step number   four who or what can provide me this information  and the who would be people um these would be your   stakeholders in the organization could be business  managers department heads could be your colleagues   could be the admins who are going to be using the  solution so now you know there are certain pieces   of information that you need to collect let's say  you needed to collect informations a b c d and e   the question is who provides me the information  for a who provides me the information for b um   and if it's not who then what it is probably  a document it is probably something that is   published on the internet or maybe it's  a supplier that you need to get in touch   with who can provide you such information so here  what you want to do is you want to connect who   which is a p which is a person with the  information that you need to collect or if it's   not a who it's probably going to be a document a  database or some form of documented information   whether it's digital or in paper but or it could  be from a supplier but what will provide you the   information so between the whos and the whats  you should be able to figure out the sources of   where the information is going to come from  all right so uh the if you figured the who   and the what then you go to the fifth  step and in the fifth step would be   how will i collect the information now the how  those are requirements gathering techniques   and these techniques would vary depending on what  it is that you need to collect so step number five   will be the techniques that you will use in  collecting requirements interviews workshops   focus groups and you could also go to the what  which is you know document review and research   market research benchmarking you could reach  out to uh suppliers ask for manuals review them   uh these are all the what and the who's you could  also do prototyping um you could do brainstorming   sessions and there's quite a few techniques so  uh what you need to do now is come up with a plan   uh not a plan but a list or identify against every  requirement what technique you're going to use and   let's just say i have a requirement um requirement  one for example number of users that will be using   this system so that's my first requirement right  um and i figured it manager is going to be the   person that provides that information then the  next question the next step would be how do i   get this information from them so now we have  an interview all right so if i want to link them   that's your step number three that's your step  number four that's your step number five there   all right now this same it manager is most  likely going to be providing you more than   this information so number of users is one thing  but the same it manager probably is going to   provide you information on the technology behind  it or the interfaces required so let's say your   other requirement here is uh so that's requirement  number two interfaces and you figured that it's   also going to be the it manager and now the best  way to get this information could be in let's say   an interview but it also could be a document  review where you have to review some document   with this it manager so now you know that if  you're going to be meeting with this it manager   that you probably don't want to you probably  don't want to just talk about number of users you   probably want to discuss the interfaces so um you  would plan ahead and let this it manager know that   you're going to also review some documents in case  they can get this ready for you so here we see   that some of these users needs the users and their  time that you have to plan out in advance who   am i going to meet for which points and you're  trying to minimize the annoyances or the number   of meetings that you're going to have a lot of  these users and especially senior management   doesn't want to be troubled every single moment  you can't call them today and talk about number of   users call them tomorrow and talk about interfaces  and and then on the third day or one week later   call them and say hey i forgot this and you know  do you have a couple of minutes to discuss this   um not everyone's going to be cool with  that so what you want to do is figure out   for every requirement who or what is  going to provide you this information   take a look at them and figure the best technique  from you know available techniques or well-known   techniques that you would use to minimize the time  frame uh for collecting the requirements mind you   with regards to time frame you also have to  consider step number two constraints you may   have a limited time for you to get this done and  if you are really tight on time then workshops   might work much better than interviews  because you can just bring everybody there   into a two or four hour workshop with some snacks  and you can just sort things out if you have a lot   more time then yeah interviews will probably be  you know a good option for you to do all right   so figure out how you're going to collect  this information using the techniques   and then once you figured all the techniques that  you want to use now go to step number six which is   when will i collect info and that would be your  schedule so you're going to develop some sort of a   schedule and that you can just put at the top here  so if i want to figure here that let's say i plan   for monday at 9 00 a.m that's step number six for  me i figured monday at 9 00 am i'm going to do an   interview and review some documents with the it  manager to understand these key points does that   make sense so here step number three number of  number of users is a requirement and step number   four this is who's going to provide it step number  five this is how i'm going to get this information   using that technique step number six is when  i'm going to get that information so when you   develop the schedule as i previously discussed  you probably want to plan out plan out the best   and the best timing or duration or  techniques that will minimize the number of   interactions that you're going to have with these  stakeholders so that they don't get bothered by   what you're doing so now let's say you've  developed a schedule monday at 9 00 am tuesday at   this time tuesday in the afternoon i'll meet this  guy or we will have this kind of a workshop then   the next step that you want to do is ask yourself  what will i need to collect info and in this step   what i mean is people or tools so here i'm just  gonna write people or team and tools so you have   to ask yourself do i is this something that i can  do by myself do i need a team do i need someone   Support this channel - SUBSCRIBE and LIKE Now. Thank you!! to help me for the time frame for step number  two where i have limited time or limited money   what can i afford for people would i be able to do  this myself by looking at the schedule if it looks   like you need three months to get something done  and your management is pushing for something to   be done in one month then obviously you're gonna  need some help and agreeing to do this by yourself   would be just you know suicide you're just trying  to um you know you're leading yourself to failure   and you don't want to do this you're trying hard  and for that you know you need to ask for all the   support now if you're able to get these people the  team and the tools you can go ahead and implement   your plan you can just go to implementation at  this point so just to recap you first get a need   from your senior management they ask you to find  a solution a brand new solution or a replacement   or an enhancement for something that you have  in place the first thing you want to do is meet   with them understand the need try to frame that  need with numbers whether it's a problem or an   opportunity find out what the constraints  are which is step number two time money   people resources location find out what it is that  they've put for boundaries for you and then step   number three ask yourself what do i need to know  for me to get this done and you know this could be   pieces of information or gaps in the information  once you know that ask yourself who will provide   you this information or what what is the  document that will provide you this information   if you can figure that then go to the next step  which is how would i collect this information   and this could mean you know figuring out  different techniques that would work for   different instances and different pieces  of information then schedule time to go and   collect this information through interviews  brainstorming sessions workshops prototyping   sessions or maybe by you know doing benchmarking  and market research and then once you develop the   schedule um if you if you're trying to make it  fit within within a specific time frame then ask   yourself if you will need additional team members  or if you need specific tools to speed this up   once you have this kind of support whether  it's team tools or support from your management   then your plan is ready and you should be  able to put this on paper well scheduled   with all the activities that will happen  with all the people that will support you   and a clear understanding of what the requirements  are that you need to collect from specific people   that would help address the need at that  point you're ready to implement i hope you   enjoy this seven-step process for how you collect  requirements and if you if you have any comments   please put your notes uh down below and if you  have if you like what you've heard and you'd   like to hear more from me please subscribe and  if you feel someone else could benefit from this   please share with them thank you for watching  and i hope to see you soon on my next video