Capture what you want to report: How controlling your input empowers decision making

We have noticed that when starting out on a new project we, the project team, often look at short term gains (a prototype form for the business to review). Discussions on what reports we want, how the process will be monitored, what do we do when data is missing are considered at the end of a project or post a projects delivery.

Below are some steps that can be taken that brings part of this discussion forward:

Tip #1 - What do we need to report up or out.

Identify what the project needs to report to management or report to regulatory bodies.

Tip #2 - Follow a repeatable process.

Many frameworks exist which can assist in ensuring that the essential elements of a process are captured. From simple approaches, Method H to more complicated multifaceted approaches (Process and Enterprise Maturity Model (PEMM), with the seven dimensions of cultural analysis linked SECI for enterprise and divisional analysis).

"Structured Approach to Business Analysis." – Project Perfect Method H

Tip #3 - Make it an iterative process.

We don't need to capture all of the requirements at the start, and we definitely don't want to capture them once a project is completed. As we know more about the project, we will know what is important and what is not so as every stage completes review our previous assumptions.

Tip #4 - Free as a bird or in a cage.

When presented with the option of creating a field which provides our users with the flexibility to enter what they want (or nothing at all) vs forcing a value to be selected from a drop-down the end user is always in the flexibility camp while those responsible for reporting are always pushing for fixed. The solution to this usually resides with managements want for reports. Although the abilities to manage unstructured data is maturing it is not something we can easily have low level staff report on. Design with the end in mind as although you want end with everyone happy you will not have annoyed anyone too much.

Tip #5 - Everything can change.

We can miss things and we can make mistakes; the key is making them early and letting the team know before we travel to far down the wrong path.

Don’t Forget

Although an approach may not have been successful this time does not mean it will not be next. The very act of attempting change will have added an experience for those involved opening them to the experience again.