Effective Business Analysis – from a manager’s perspective

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Companies across various industries, especially in IT, often emphasize their use of trendy or cutting-edge technologies. They highlight the application of sophisticated tools and the automation of development processes. However, even the best team, equipped with outstanding qualifications and all the necessary tools, is not capable of delivering the right solution if they do not know what they are actually supposed to deliver.

It may seem like an absolute truism that the process of creating a solution (particularly software) begins with defining the need and the related requirements. If we do not know what we want to achieve and why, it becomes extremely difficult to complete a project successfully. In fact, success in such a case may occur only by accident – sometimes referred to as luck. Well-defined requirements form the foundation upon which a solution is built. Therefore, Business Analysis is important and worth investing in.

What can managers do to increase the effectiveness of Business Analysis and improve the quality of its outcomes? Below, I present several key elements worth taking care of.

Select the right people

If Business Analysis is so crucial to a project’s success, it is only natural that it should be handled by the right people – not by chance selections. In one of my previous articles, I discussed the knowledge and skills that a specialist in this field should possess. When recruiting new team members, it is worth paying close attention to the competencies mentioned there.

Particularly important is a specific set of skills and characteristics of a Business Analyst described in the BABOK Guide (Business Analysis Body of Knowledge). These include:

  • Analytical thinking and problem solving (creative thinking, decision making, learning, problem solving, systems thinking, conceptual thinking, visual thinking)
  • Behavioral characteristics (ethics, personal accountability, trustworthiness, organization and time management, adaptability)
  • Business knowledge (business acumen, industry knowledge, organization knowledge, solution knowledge, methodology knowledge)
  • Communication skills (verbal communication, non-verbal communication, written communication, listening)
  • Interaction skills (facilitation, leadership and influencing, teamwork, negotiation and conflict-resolution, teaching)
  • Tools and technology (office productivity tools and technology, business analysis tools and technology, communication tools and technology)

Introduce Standards

Business Analysis, Systems Analysis, and Requirements Engineering are becoming increasingly well-defined and structured disciplines. Their ongoing professionalization reflects an approach based on recognized standards and proven techniques. Examples of organizations involved in defining and promoting such standards include International Institute of Business Analysis (IIBA) and International Requirements Engineering Board (IREB).

It is worth drawing on the experience of others and learning from their mistakes and successes. There is no need to reinvent the wheel when it already exists and is being used successfully. Familiarity with professional standards enables a Business Analyst to avoid common pitfalls and to select the appropriate tools and techniques for specific needs and circumstances.

Establish decision-making authority

Effective Business Analysis requires the development of well-defined and transparent decision-making authority. It’s important to define how decisions will be made and who will have the authority to make them.

It’s important to determine how change proposals will be submitted, what form they will take, and who will have the authority to approve or reject them. It’s crucial to consider how decisions about priorities will be made. There are many ways to prioritize requirements. Therefore, it’s necessary to decide which method is optimal in the given circumstances, who will participate in the prioritization process, and who will make the final decisions. It’s also necessary to choose a method for approving requirements, any documentation, and individual solution components, and to designate the individuals responsible for these.

By defining decision-making authority at the very beginning of the project and updating it as needed, you can avoid many potential conflicts that can significantly hinder the execution of Business Analysis.

Provide resources

Effective Business Analysis, beyond access to appropriate sources of requirements, including stakeholders, also requires basic resources. For obvious reasons, these include the time needed to carry out specific activities, as well as the necessary tools, including professional software.

Professional tools can significantly increase the efficiency of Business Analysis and improve the quality of the documentation produced. It is worth doing so, especially since the cost of appropriate licenses is usually relatively low compared to the salaries of Business Analysis professionals. This clearly shows that investing in their efficiency pays off.

Monitor and improve

It should be subject to continuous monitoring. This requires defining specific metrics that can be effectively applied.

For example, you can monitor whether:

  • the outcomes and artifacts of Business Analysis were correct, or whether multiple revisions were required to obtain stakeholder approval
  • the prepared documentation was easy to use and understand, or whether it required extensive explanations
  • adequate resources were available to carry out the individual activities and stages of Business Analysis
  • the value delivered by the results of Business Analysis justified the costs incurred
  • business objectives were achieved or the defined problems were resolved
  • the work was completed on time, in line with the schedule and stakeholder expectations

The collected results should serve as a basis for initiating actions aimed at improving and optimizing the Business Analysis process within the organization.

My recommendations

As a manager:

  • Remember that proper and effective Business Analysis is the foundation of project success.
  • Do not allow Business Analysis to be handled by random or unqualified individuals – select people with the right competencies.
  • Support the professional development of Business Analysts in your organization and invest in their education.
  • Ensure the implementation and adherence to professional and widely recognized standards.
  • Clearly define decision-making authority and collaborate with the analyst when establishing it.
  • Provide the necessary resources required to conduct Business Analysis effectively.
  • Continuously monitor and improve the work of Business Analysts within your organization.

Source

A Guide to the Business Analysis Body of Knowledge® (BABOK® Guide). Version 3. 2015.