Business Requirements Gathering: How To
One of the essential steps in any Salesforce project is gathering business requirements. This can be done through various methods, but one of the most effective is the "interview style."
This involves sitting down with key stakeholders and asking them questions about their needs and goals.
The interviewer then uses this information to create a detailed requirements document.
This process has several advantages.
First, it ensures that all stakeholders have a chance to provide their input.
Second, it allows the interviewer to understand the business's needs better.
Finally, it creates a written record that can be used as a reference point during development.
As a result, an interview style is a powerful tool for gathering business requirements.
Tip for Gathering Business Requirements via Interviews
1. Define the purpose of the interview
Before conducting any interviews, it is crucial to take some time to define the purpose of the interview.
- What information are you hoping to gather?
- What business requirements need to be met?
By clearly defining the purpose of the interview, you will be able to develop more targeted questions and ultimately obtain the information you need.
2. Develop a list of questions
Once you have defined the purpose of the interview, you can begin developing a list of questions. These questions should be specific and relevant to the project at hand. Additionally, they should be open-ended so that the interviewee has the opportunity to provide detailed answers.
3. Choose your interviewees carefully
When selecting interviewees, it is essential to choose individuals who are knowledgeable about the topic and can provide insights that will help meet the project’s business requirements. It is also essential to select a diverse group of interviewees so that you can obtain a variety of perspectives.
4. Conduct the interviews
Once you have selected your interviewees, it is time to conduct the interviews. When doing so, it is crucial to create a comfortable environment where the interviewee feels free to share their thoughts and ideas openly. Additionally, be sure to actively listen to what the interviewee is saying and take detailed notes so you can accurately capture their input.
5. Follow up with your interviewees
After conducting an interview, you must follow up with each of your interviewees. This follow-up can help to ensure that you have accurately captured their input and that they feel their suggestions were heard and valued. Additionally, following up with your interviewees shows that you are committed to gathering high-quality information and meeting all business requirements.
“Employee Handbook (Manual)” Approach
A project manager can use an employee handbook as a valuable tool during business requirements gathering for a Salesforce enhancement project. The employee handbook outlines the current business processes and procedures, providing the project manager with a starting point for understanding how the business operates.
This understanding is essential for correctly scoping the project and ensuring that the Salesforce enhancement will meet the needs of the business.
In addition, the employee handbook can identify areas where the current process is inefficient or could be improved.
By leveraging the employee handbook as a tool, the project manager can gain a deeper understanding of the business and ensure that the Salesforce enhancement project meets all of the business's requirements.
Employee Handbook Cannot Be Used Alone.
As any project manager knows, documentation is essential for understanding the scope and requirements of a project. However, relying solely on an employee handbook or manual can lead to problems.
First, these documents may not capture all of the business requirements for the project.
In addition, they may not include information on current pain points or future modifications that need to be made.
As a result, it's essential to follow up with subject matter experts and stakeholders to get a complete picture of the project.
Only by doing so can you ensure that all of the necessary information is captured and that the project runs smoothly.
Tips for Relying on Document Review for Gathering Business Requirements
1. Read the Entire Document
When reviewing a document for business requirements, you must read the entire thing. Skimming or only reading certain sections will likely lead to missing critical information. Make sure to give the document your full attention to catch all requirements.
2. Take Notes
As you're reading, it can be helpful to take notes. This way, you can keep track of all the requirements and refer back to your notes later if needed. You can either take physical notes or create a digital document where you can type out your thoughts.
3. Identify the Stakeholders
One of the first things you should do when reviewing a document for business requirements is to identify the stakeholders. These people will be affected by the project and have a vested interest in its success or failure. Once you know the stakeholders, you can tailor your review to their needs.
4. Focus on the Goal
When extracting business requirements from a document, keeping the goal in mind is essential. What is the purpose of the project? What are you trying to achieve? Keeping the goal in mind will help you identify which requirements are essential and can be set aside.
5. Be Critical
As you're reading through the document, it's essential to be critical. Don't just accept everything at face value; question everything you read. Why is this requirement necessary? What are the potential consequences of not meeting this requirement? By being critical, you can ensure that all requirements are valid and necessary.
One way that project managers can gather business requirements is through crowdsourcing.
This involves hosting collaborative working sessions with subject matter experts and stakeholders, having them participate in whiteboarding, and using sticky notes to create a visual representation of their current or future business processes.
This expedites the process map creation for the project by allowing all stakeholders to provide their input in an efficient and organized manner.
Additionally, it ensures that all the stakeholders are on the same page regarding the project's objectives.
By using this method, project managers can ensure that they collect all of the necessary information to create a successful process map.
- Gather all notes
- Connecting the dots
- Identifying variations and exceptions
Tips for Collecting Business Requirements via Group Collaboration
1. Make sure everyone is on the same page
Before collecting business requirements via group collaboration, it is crucial to ensure everyone is on the same page. This means clearly understanding the project scope, objectives, and timeline. Once everyone is on the same page, you can start to collect requirements from the group.
2. Use a facilitated approach
When collecting business requirements from a group, it is essential to use a facilitated approach. This means that you will need to guide the discussion and ensure that everyone has a chance to voice their opinions. Using a facilitated approach will help to ensure that all of the relevant information is collected.
3. Be prepared to document everything
When collecting business requirements via group collaboration, it is vital to be prepared to document everything. This means having a system in place to capture all the information discussed. This information can then be used to create a requirements document that can be used by the project team.
4. Encourage participation from all members of the group
When collecting business requirements via group collaboration, it is important to encourage participation from all group members. This means ensuring everyone feels like they have a chance to voice their opinion and contribute to the discussion. Encouraging participation from all group members will help to ensure that all relevant information is collected.
5. Follow up after the meeting
Once the meeting has ended, it is essential to follow up with all participants. This means sending out minutes or notes from the meeting so that everyone knows what was discussed. Following up after the meeting will help to ensure that all of the information collected during the meeting is used effectively
When gathering business requirements for a Salesforce project, project managers typically take an "over-the-shoulder" approach to observe team members as they perform their jobs.
This allows the project manager to see firsthand how the team members complete their tasks and to ask probing questions about their processes and why they use the various applications, spreadsheets, and forms.
By taking this approach, the project manager can better understand the team's current workflows and how Salesforce can be used to improve them.
In some cases, the project manager may also ask the team to share their screens so that he or she can see how they interact with various applications and data sources.
This information is then used to create a detailed plan for how Salesforce can be implemented to streamline the team's workflows and improve their overall efficiency.
Tips for Collecting Business Requirements by Observing the Workflow via Zoom
1. Plan the Observation
The first step in observing a business workflow via Zoom is to plan the observation. This means deciding who you will observe, what you will be observing, and how long you will observe. It is also important to decide what questions you want to answer during the observation.
2. Set Up the Zoom Meeting
Once you have planned the observation, you will need to set up the Zoom meeting. This includes invitations to the participants and ensuring everyone has the necessary technology to join the meeting.
3. Start the Observation
When the Zoom meeting starts, explaining to the participants what you are doing and why is crucial. This will help them to understand your objectives and cooperate with the observation. Once everyone is on board, you can start observing the workflow.
4. Take Notes
As you observe the workflow, it is essential to take notes. This will help you to remember what you observed and identify any areas of improvement. Be sure to use a notebook or laptop so that you can type your notes instead of handwriting them.
5. Debrief with Participants
After the observation is complete, it is important to debrief with the participants. This allows them to provide feedback on the process and ask any questions they may have. It is also an excellent time to thank them for their cooperation.
Project managers sometimes use surveys to gather business requirements. They can be used to collect information from a large number of people in a relatively short amount of time.
Surveys can also be customized to collect specific types of information.
However, surveys have a few potential drawbacks.
First, it can be challenging to get people to respond to surveys.
Second, people may not answer questions accurately or truthfully.
Finally, surveys only provide insights into what people say they want or need, not necessarily what they will use or find most valuable.
Despite these limitations, surveys can still help gather business requirements. When used correctly, they can provide valuable insights into the needs and wants of customers or employees.
Tips for Collecting Business Requirements via Surveys
1. Define the Purpose of the Survey
Before creating a survey, it is essential first to define the purpose of the survey. What information are you hoping to collect? What do you hope to learn from the survey? Once you have a clear idea of the purpose of the survey, you can begin to create your questions.
2. Keep the Survey Short
When creating your questions, it is crucial to keep the survey short and to the point. No one wants to answer a long, tedious survey, so make sure your questions are relevant and concise. In general, surveys should be no longer than 10 minutes.
3. Ask Both Open-Ended and Closed-Ended Questions
To get the most information possible from your survey, asking both open-ended and closed-ended questions is essential. Open-ended questions allow respondents to answer in their own words, while closed-ended questions provide respondents with a limited number of options to choose from.
4. Use Simple Language
When crafting your questions, it is vital to use simple language that can be understood by everyone. Avoid using jargon or technical terms that not everyone may be familiar with.
5. Test the Survey Before Sending It Out
Before sending out your survey, it is essential to test it first to ensure that there are no errors and that all questions make sense. Send the survey to a few friends or colleagues to see if they can understand it and answer all the questions correctly.