Why Use a Facilitated Session?

There are several reasons why a facilitated session might make gathering requirements easier:

• Multiple vs. individual input: As stakeholders listen to other stakeholders describe their requirements, they all may be reminded of additional requirements that might have been missed with one-on-one interviews.

• Resolution of differences: Individual interviews with stakeholders often result in different answers to the same question. This causes the BA to reinterview people to try to resolve the discrepancy. By using a facilitated session with all parties involved together, the BA can help them discuss their disparate points of view. Often, these differences result from something as simple as different use of terminology or different assumptions. When a requirement is discussed by the group, these differences may be resolved quickly.

True differences in requirements are identified immediately and the team becomes aware of issues that will need to be addressed. The entire group recognizes that the ultimate solution must be able to address a variety of needs. When it becomes clear that stakeholders have conflicting requirements, the BA and project manager may need to adjust the project plan to allow time to address these conflicts.

• Balancing priorities: Different stakeholders often have different priorities with respect to requirements. Leading the group through a discussion of priorities will result in everyone understanding other stakeholder needs. The facilitator can direct the negotiation among stakeholders to arrive at one shared priority list.

• Scope the project: A facilitated session is very beneficial at the beginning of a project as a way to develop the scope or area to be studied. This session is planned and prepared by the project manager and the BA working together and can increase the likelihood of project success by having all of the stakeholders understand and agree to the project boundaries.

• Team building: As with any well-orchestrated group work, team members develop rapport with each other and become more vested in the success of the project. Teams often behave dysfunctionally at the start of a project. Participating in group sessions increases team cohesiveness and helps to create high-performing teams.

• Process improvement identification: Occasionally, as people from different departments talk about how they do their work and exchange experiences, one may learn of a different procedure or policy that could solve a business problem right away. These business process improvements often can be implemented before a project is complete.

Challenges for the Business Analyst as the Facilitator

Because the BA cannot be completely independent or neutral during a facilitated session related to his or her own project, he or she must be very careful when conducting the session. The BA must allow the project stakeholders to provide the requirements and keep them within the project boundaries. The BA also must lead the session in the direction that makes the best use of the participants’ time and meets the objectives of the project.

This often means that the BA must allow the group to explore areas that he or she knows are “going nowhere,” allowing group members to figure that out for themselves. However, if the BA sees that the group is heading in a completely wrong direction, he or she can “facilitate” the group back on the right path. This requires excellent communication skills and a good sense of group momentum.

One way to minimize the challenges faced by a BA acting as the facilitator is to use two BAs to run the session. One BA can act as the facilitator and the other as the scribe. This is referred to as BA pairing, where two BAs work together on a project. In the ideal situation, one BA would have extensive business area knowledge and the other would have an IT background. This pair of BAs would be able to listen to requirements, quickly identify the areas that need further discussion, and then tailor and refine their questions to lead the group in the most productive direction.