Identifying Business Needs  through Collaborative Working Sessions A Guide to Shared Design Sessions Based on JAD Sessions...
Part 1:  Introduction to a Shared Design Session Overview Principles Roles
Why do projects often fail or provide insufficient value? <ul><li>Differing expectations </li></ul><ul><ul><li>Between spo...
How do group meetings address these? <ul><li>Support communications between people with diverse backgrounds </li></ul><ul>...
Joint Application Design <ul><li>Developed by IBM in the 1960’s </li></ul><ul><li>Used to: </li></ul><ul><ul><li>Introduce...
Trends Driving JAD <ul><li>Team approach </li></ul><ul><li>Quality and productivity </li></ul><ul><li>Smarter users </li><...
Comparison of JADs Aspects Traditional Law Firm JAD Attendees 3-4 20 Duration 2-3 days 2-4 hours Detail Tech at times Key ...
Comfortable Name <ul><li>JAD: another TLA </li></ul><ul><li>Also known as “group design”, “user centred design”, “facilita...
Principles <ul><li>Up-front effort to: </li></ul><ul><ul><li>Establish and align expectations of sponsors and working team...
Principles <ul><li>Focus on verbal and visual communications, be very low tech </li></ul><ul><li>Separate the meeting faci...
Principles <ul><li>Give as much as we get: </li></ul><ul><ul><li>Educate as much as listen </li></ul></ul><ul><ul><li>Gain...
The Shared Design Team <ul><li>Sponsors </li></ul><ul><li>Working Team </li></ul><ul><li>Project Manager </li></ul><ul><li...
Sponsors <ul><li>Control allocation of team time and costs </li></ul><ul><li>Give vision and direction </li></ul><ul><li>M...
Working Team and PM <ul><li>Good knowledge in the business or technical area </li></ul><ul><li>Good analytical skills </li...
Facilitator <ul><li>Leads the shaping of the issues based on team’s and sponsor’s input </li></ul><ul><li>Experienced in l...
Scribe <ul><li>Able to hear between the lines </li></ul><ul><li>Capture the flow and intent of the meeting, good technical...
Attendees <ul><li>Representative people to be affected by the changes </li></ul><ul><ul><li>Not biased toward or away from...
Observers <ul><li>Attend the Shared Design session to learn more about the process or the results </li></ul><ul><li>Not al...
Part 2:  Preparing for a Shared Design Session Define Objectives Research Issues Prepare for Session Facilitate the Sessio...
Define Objectives <ul><li>Two initial team meetings: </li></ul><ul><ul><li>Meeting One:  Use the Shared Design workbook  t...
First Team Meeting <ul><li>What is the Topic? </li></ul><ul><li>What are the Objectives of the Session? </li></ul><ul><ul>...
First Team Meeting <ul><li>Scope </li></ul><ul><ul><li>Areas affected </li></ul></ul><ul><ul><li>Who is involved </li></ul...
First Team Meeting <ul><li>Identify existing materials to educate facilitator </li></ul><ul><li>Interview Team Members </l...
First Team Meeting <ul><li>Determine the type of session, based on: </li></ul><ul><ul><li>Number of people and locations n...
Research Issues <ul><li>Review existing materials </li></ul><ul><li>Interview project sponsors </li></ul><ul><li>Observe u...
Second Team Meeting <ul><li>Draft attendee list </li></ul><ul><li>Outline Issues </li></ul><ul><ul><li>Assumptions </li></...
Prepare for Session <ul><li>Develop attendee tracking sheet </li></ul><ul><li>Prepare attendees </li></ul><ul><li>Create a...
Facilitate the Session <ul><li>Introductions </li></ul><ul><ul><li>Why are we making a change? </li></ul></ul><ul><ul><li>...
Provide Feedback <ul><li>Assess conclusions </li></ul><ul><li>Provide summary of results to decision making body or sponso...
Expected Results <ul><li>Voting on issues </li></ul><ul><li>Comments and complaints </li></ul><ul><li>Priorities </li></ul...
Shared Design and IT Business Requirements <ul><li>IT is developing procedures to complement and support the business-to-d...
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Identifying business needs through collaborative working sessions shared design by dave cunningham 2002

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Identifying business needs through collaborative working sessions shared design by dave cunningham 2002

  1. 1. Identifying Business Needs through Collaborative Working Sessions A Guide to Shared Design Sessions Based on JAD Sessions conducted at Freshfields Bruckhaus Deringer Presented by Dave Cunningham
  2. 2. Part 1: Introduction to a Shared Design Session Overview Principles Roles
  3. 3. Why do projects often fail or provide insufficient value? <ul><li>Differing expectations </li></ul><ul><ul><li>Between sponsors/users and providers </li></ul></ul><ul><ul><li>Amongst sponsors/users </li></ul></ul><ul><li>Too little interaction </li></ul><ul><li>Insufficient understanding of issues </li></ul><ul><li>Insufficient buy-in to issues </li></ul>
  4. 4. How do group meetings address these? <ul><li>Support communications between people with diverse backgrounds </li></ul><ul><li>Work through decisions with a broader perspective and more thought </li></ul><ul><li>Encourage intuition, imagination and common sense amongst the participants </li></ul><ul><li>Involve everybody in decision, rather than leaving it up to a one-on-one interviewer to listen and make decisions separately </li></ul>
  5. 5. Joint Application Design <ul><li>Developed by IBM in the 1960’s </li></ul><ul><li>Used to: </li></ul><ul><ul><li>Introduce the user into the development process </li></ul></ul><ul><ul><li>Gain commitment </li></ul></ul><ul><ul><li>Gain group cohesion </li></ul></ul><ul><ul><li>Help ensure productive meetings </li></ul></ul>
  6. 6. Trends Driving JAD <ul><li>Team approach </li></ul><ul><li>Quality and productivity </li></ul><ul><li>Smarter users </li></ul><ul><li>Shift to business process re-engineering </li></ul><ul><li>Rapid development </li></ul>
  7. 7. Comparison of JADs Aspects Traditional Law Firm JAD Attendees 3-4 20 Duration 2-3 days 2-4 hours Detail Tech at times Key Issues Voting Equal Weighted Preparation High (from green field) High (design assumptions)
  8. 8. Comfortable Name <ul><li>JAD: another TLA </li></ul><ul><li>Also known as “group design”, “user centred design”, “facilitated work sessions”, etc. </li></ul><ul><li>At Freshfields Bruckhaus Deringer, using name “Shared Design” </li></ul>
  9. 9. Principles <ul><li>Up-front effort to: </li></ul><ul><ul><li>Establish and align expectations of sponsors and working team before the meeting </li></ul></ul><ul><ul><li>Understand likely issues, and corresponding pro’s and con’s </li></ul></ul><ul><li>Structured issue resolution </li></ul><ul><ul><li>Not brainstorming </li></ul></ul><ul><ul><li>Assumptions-based, not open questions </li></ul></ul>
  10. 10. Principles <ul><li>Focus on verbal and visual communications, be very low tech </li></ul><ul><li>Separate the meeting facilitator from bias of the issues </li></ul><ul><li>Attendees are not decision makers (in most cases) </li></ul>
  11. 11. Principles <ul><li>Give as much as we get: </li></ul><ul><ul><li>Educate as much as listen </li></ul></ul><ul><ul><li>Gain consensus and support for issues </li></ul></ul><ul><ul><li>Gain a shared meaning </li></ul></ul><ul><li>Gain feedback from all personalities in meeting </li></ul>
  12. 12. The Shared Design Team <ul><li>Sponsors </li></ul><ul><li>Working Team </li></ul><ul><li>Project Manager </li></ul><ul><li>Facilitator </li></ul><ul><li>Scribe </li></ul><ul><li>Attendees </li></ul>
  13. 13. Sponsors <ul><li>Control allocation of team time and costs </li></ul><ul><li>Give vision and direction </li></ul><ul><li>Make decisions </li></ul><ul><li>Reflect commitment </li></ul><ul><li>Guide issues for meeting preparation </li></ul><ul><li>Assist in communications </li></ul>
  14. 14. Working Team and PM <ul><li>Good knowledge in the business or technical area </li></ul><ul><li>Good analytical skills </li></ul><ul><li>Open minds </li></ul><ul><li>Project Manager: Manages team time and responsibilities; supports the Facilitator </li></ul>
  15. 15. Facilitator <ul><li>Leads the shaping of the issues based on team’s and sponsor’s input </li></ul><ul><li>Experienced in leading groups to constructive conclusions </li></ul><ul><li>Objective, unbiased and neutral </li></ul><ul><li>Sensitive to group dynamics and politics </li></ul>
  16. 16. Scribe <ul><li>Able to hear between the lines </li></ul><ul><li>Capture the flow and intent of the meeting, good technical writing skills </li></ul><ul><li>Not a secretarial function </li></ul><ul><li>Open minded and neutral </li></ul><ul><li>Frees the facilitator to focus on getting info out of people, rather than capturing it as well </li></ul><ul><li>Could be accompanied by video or audio recording. </li></ul>
  17. 17. Attendees <ul><li>Representative people to be affected by the changes </li></ul><ul><ul><li>Not biased toward or away from technology </li></ul></ul><ul><ul><li>Outspoken and not </li></ul></ul><ul><ul><li>Not just the usual suspects </li></ul></ul><ul><li>Meeting relies on a mix of perspectives </li></ul>
  18. 18. Observers <ul><li>Attend the Shared Design session to learn more about the process or the results </li></ul><ul><li>Not allowed to speak </li></ul><ul><li>Not allowed to sit with other observers </li></ul><ul><li>Could double as subject matter experts if called upon by the Facilitator </li></ul>
  19. 19. Part 2: Preparing for a Shared Design Session Define Objectives Research Issues Prepare for Session Facilitate the Session Provide Feedback
  20. 20. Define Objectives <ul><li>Two initial team meetings: </li></ul><ul><ul><li>Meeting One: Use the Shared Design workbook to gain initial understanding of project and objectives of session. </li></ul></ul><ul><ul><li>Meeting Two: Identify the issues the SD session is meant to resolve. Develop the questions, assumptions and visuals to resolve each issue. </li></ul></ul>
  21. 21. First Team Meeting <ul><li>What is the Topic? </li></ul><ul><li>What are the Objectives of the Session? </li></ul><ul><ul><li>Overall </li></ul></ul><ul><ul><ul><li>Business Requirements </li></ul></ul></ul><ul><ul><ul><li>System Selection </li></ul></ul></ul><ul><ul><ul><li>Workflow, etc. </li></ul></ul></ul><ul><ul><li>Level of Detail </li></ul></ul><ul><ul><li>What Results are Expected? </li></ul></ul>
  22. 22. First Team Meeting <ul><li>Scope </li></ul><ul><ul><li>Areas affected </li></ul></ul><ul><ul><li>Who is involved </li></ul></ul><ul><ul><li>Areas not included </li></ul></ul><ul><ul><li>Other issues </li></ul></ul><ul><li>Roles to make Session happen </li></ul>
  23. 23. First Team Meeting <ul><li>Identify existing materials to educate facilitator </li></ul><ul><li>Interview Team Members </li></ul><ul><ul><li>History </li></ul></ul><ul><ul><li>Resources </li></ul></ul><ul><ul><li>Concerns, etc. </li></ul></ul><ul><li>Schedule interview with Sponsors </li></ul><ul><li>Schedule time to observe people in practice </li></ul>
  24. 24. First Team Meeting <ul><li>Determine the type of session, based on: </li></ul><ul><ul><li>Number of people and locations necessary to be representative </li></ul></ul><ul><ul><li>Complexity, priority and profile of issue </li></ul></ul><ul><ul><li>Level of detail required </li></ul></ul><ul><li>Draft milestones calendar </li></ul>
  25. 25. Research Issues <ul><li>Review existing materials </li></ul><ul><li>Interview project sponsors </li></ul><ul><li>Observe users </li></ul><ul><li>Conduct other research </li></ul>
  26. 26. Second Team Meeting <ul><li>Draft attendee list </li></ul><ul><li>Outline Issues </li></ul><ul><ul><li>Assumptions </li></ul></ul><ul><ul><li>Specific questions </li></ul></ul><ul><ul><li>Open-ended questions </li></ul></ul><ul><ul><li>Examples and Demonstrations </li></ul></ul>
  27. 27. Prepare for Session <ul><li>Develop attendee tracking sheet </li></ul><ul><li>Prepare attendees </li></ul><ul><li>Create assumptions survey </li></ul><ul><li>Develop visuals and demonstrations, align visuals to issues </li></ul><ul><li>Conduct dry runs </li></ul>
  28. 28. Facilitate the Session <ul><li>Introductions </li></ul><ul><ul><li>Why are we making a change? </li></ul></ul><ul><ul><li>Objectives of the change. </li></ul></ul><ul><ul><li>Overview of process and timing. </li></ul></ul><ul><ul><li>Objectives for this meeting. </li></ul></ul><ul><li>Walk through issues as planned </li></ul>
  29. 29. Provide Feedback <ul><li>Assess conclusions </li></ul><ul><li>Provide summary of results to decision making body or sponsors </li></ul><ul><li>Provide feedback to Shared Design attendees </li></ul>
  30. 30. Expected Results <ul><li>Voting on issues </li></ul><ul><li>Comments and complaints </li></ul><ul><li>Priorities </li></ul><ul><li>New or modified processes </li></ul><ul><li>Current or perceived obstacles </li></ul><ul><li>Broader understanding and support for issues </li></ul>
  31. 31. Shared Design and IT Business Requirements <ul><li>IT is developing procedures to complement and support the business-to-design process. </li></ul><ul><li>Such collaborative session can take design to more detailed levels, requiring more time with attendees. </li></ul>
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