Effective input management: managing stakeholder input effectively using mindmaps
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This presentation will present the method of translating ideas to tangible requirements within a mindmap, zooming in on the approach used, pointing out benefits and specifics and mentioning drawbacks to take into account. This approach is a great way to collaboratively work on ideas and requirements, and a proof point of the fact that to make complex information effective, visual ways of handling are the right way to go.
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Effective input management: managing stakeholder input effectively using mindmaps
- 1. Effective input management managing stakeholder input effectively using mindmaps Jeroen Grit @JeroenGrit
- 2. GriDD We support organizations to use effective information in process, system and human decision making UX & digital tactics Process & collaboration Content & storytelling
- 3. Today
- 5. Stakeholders
- 8. An example
- 9. What does this method excel at? Collaboration and engagement
Editor's Notes
- Jeroen Grit, from Utrecht, the Netherlands. Working as managing consultant for GriDD. Strengths lie in setting up digital tactics and translating them to a great user experience concept, while balancing both the user and business requirements. I have a passion for decoding complex matter to an accessible structure. Which is a good match with GriDD, as GriDD helps organizations to make use of information effectively
- We support organizations to use effective information in process, system and human decision making We do this in the realms of UX & digital tactics, Processes & collaboration and Content & storytelling We help create large B2B organizations set up effective websites, aligned with their target audience, and in sync with the different silos in the organization We make sure a website, or any other digital outlet, is not a one off, but something that is supported by getting the necesary processes in place We create infographics, presentations and video concepts As long as it is multidimensional and complex, and connected to digital, processes or content, we're up for it Of course we make use of mindmapping to structure our content efforts. We are even writing a book on our method to effectively create visual presentations, in which we are using mindmaps as part of our method. This is all very exciting for us, but not as much as for mindmapping pro’s like yourselves Mindmaps are a key tool to structure complex content
- Today I would like to talk with you about how to use mindmaps to support collaboration. Within large Internet projects, the management of input is a difficult task. We often work within large multinational organisations. Their ambitions are high and they tend to bite more off than they can chew. To prevent this we use the program model by Twynstra & Gudde.
- Managing a project within a program structure, and not a project structure In our programs, it is key to make sure a viable product is delivered within due time. Delivering on time makes sure the foundation is not outdated before you go live. Explain model – inch by inch However, by scoping down too much, being ambitious might become a negative thing. Ambition should never be tamed, but all valuable input should be saved and tracked. Request for all input, including highly ambitious ideas, is needed
- With stakeholders ranging from 20 to 200, input consists of vague ideas, high level insights or very concrete wishes Trying to discuss them to make them more tangible and facilitatie decision, is extremely hard To have a successful project, it is key to translate input to crisp requirements for design and implementation, and decide on which input is to be to put on the roadmap. It is common practice to use spreadsheets to create an overview of all the input. These spreadsheets however, have a clear downside.
- You are facilitating table madness. The huge spreadsheet makes the audience lose context, facilitates a discussion only on individual ideas on the lowest level, and decision making is made a tedious practice. To improve this process we came up with an approach to handle input in a visual way using mindmap concepts.
- Mindmaps have the ability to harbour a huge amount of data while still providing overview. Adding input including prioritization, (stakeholder) logging and contextual content is a perfect fit. It makes it easy to bring a discussion to the right level, point out gaps within the defined thoughts, and translate to requirements ready to use.
- This method has been applied in large internet projects within companies, with huge numbers of stakeholders. The example I will be showing is of the digital transformation program of a large multinational in the B2B market. First focus in this program was the redesign of their website. For this, requirements were gathered using customer surveys, internal surveys, executive interviews, workshops and lot’s of desk research. A total of 180 stakeholders providing input were identified (so this is excluding the anonymous customer survey). There are over 1800 requirements in this mindmap… The method allows the following attributes Layered categorization The layered categorization ensures you don’t get thrown down to the lowest level, but drill down gradually. Visual metadata Visual metadata, like question marks, thumbs up/down, agile phase and completion, helps logging the discussion. Contextual content Include prioritization, logging of stakeholders, timetracking (start date, due date, duration) and link rich media Attachments Direct access to the source of the requirement by attaching the source (xls, ppt, email, links) providing better insight Relations Any brought in requirements that are conflicting can be linked to each other, facilitating discussion. As you can see we are working with Mindomo. At the time we went with Mindomo because they had good options to share among stakeholders, and export to different file formats.
- In practice, this concept has been applied with succes in projects with large numbers of stakeholders Shared for further handling Whenever necessary, areas of the requirements were shared with their owners for further handling. Specific branches were worked on in workshops to get them ready for sign off. Granularity For business stakeholders it was shown as a high level structure. For the ones concerned with the matter and sign-off, it was shown at the lowest level, while fully utilizing notes and attachments And for implementation engineers it was exported as an excel file for tick-of and further analysis. Communication The mindmap proves to be an essential collaboration tool to engage with stakeholders based on their specific demands and context The demo I just gave is of a project that is currently going towards minimal viable product go live. The mindmap is the key source for next years roadmap. When working on the next step in the program the mindmap will be further enhanced to work towards a new set of requirements. I want to conclude with the point that collaboration on stakeholder input is essential, and we feel that this method should be used to make use of information effectively