In my last article, I discussed the importance of using simple tools like Post-its, Sharpies, blue sticky stuff, Scotch tape, and large sheets of paper to map out a solution with Subject Matter Experts (SMEs) and executives in a workshop setting. These tools facilitate effective collaboration and ideation. However, what steps should precede these business process mapping workshops?
Step 1: Define the Project’s Purpose and Benefits
Before diving into process mapping, it’s crucial to establish a high-level statement outlining why the company is investing in this project and the expected benefits. This statement should be simple, direct, and to the point, ensuring that everyone understands the project’s purpose and what success looks like.
Step 2: Develop a Business Requirements Document (BRD)
Next, you need a Business Requirements Document (BRD). This is a straightforward document that can be created using Excel. The BRD is typically compiled during a workshop to gather information through group thinking and collaboration. Remember, digital transformation projects are about improving the business.
A comprehensive BRD should include:
- Requirement Tracking Number: A unique identifier for each requirement.
- Business Requirement Name: A concise title for each requirement.
- Description and Functionality: A detailed explanation of what the requirement entails.
- Benefitting Area: The department or area of the business that will benefit.
- Beneficiaries: The stakeholders who will benefit from the requirement.
- Priority: The importance level of each requirement.
- Status: The current state of the requirement (e.g., draft, approved).
- Comments: Additional notes or observations.
Examples of Business Requirements
- The solution must support multiple languages.
- Sales history must be stored in a database.
- The solution must be accessible on mobile devices.
While the possibilities for requirements may seem endless, with the right team and a skilled facilitator, creating a BRD that aligns with the executive vision of the project can be not only essential but also an enjoyable and collaborative task.
In Summary
To recap, the steps before the Solution Architecture phase are:
- High-Level Mission Statement: Clearly define why the project is being undertaken and the anticipated large-scale benefits.
- Business Requirements Documentation: Create a detailed document outlining the necessary requirements to achieve the project’s objectives.
- Solution Architecture Workshop: Conduct a workshop using simple process mapping tools to develop a solution architecture.
Following these steps is crucial to avoid spectacular project failures and ensure a successful outcome.
Terry Vermeylen is a technology writer, AI enthusiast, IT Project Manager, and Solution Architect with extensive experience in advising on complex projects. You can find more of his insights on LinkedIn and his website, World Class Supply Chain.