Preparing for the First Workshop with a Client

Usually, when a project arrives at the requirement workshop stage, this means the client has got enough confidence that you are worth investing their time (and potentially money) in. So, the goal is to really connect with them, empathize, and provide some real value. 

Facilitating client success is one key principle you live by as a Business Analyst. This article will warm you up to the process that I like to follow.

What is a requirement workshop?

In layman's terms — this is where you discover your client(s)/stakeholder(s), their need(s), collaborate with them, formulate strategies to fulfill their need(s), verify and enable the future steps.

What is a good way to approach this? 

My personal preference is to have a template structure or an agenda for my requirement workshop series. (I will be sharing this with you in an article following this 😉).

However, it is NOT something set in stone. Things should be tailored based on many factors — the nature of the client, the type of project, what they are hoping to achieve, their timeline, budget, and many more. So, my advice is, don’t always go by the book — know who you are dealing with. Trust me, this comes in handy!

Just treat your structure as a framework that is fully customizable and open to change at any given time. This is, after all, a part of being agile.😉

Now, let’s get down to business…

The process usually begins with both parties signing an NDA (Non-Disclosure Agreement). In a nutshell, this is important because this legally bounds both parties into not disclosing any sensitive information. You can read more about its importance in the link below (if you haven’t guessed it already):

https://www.rocketlawyer.com/article/nda-101:-what-is-a-non-disclosure-agreement.rl

What makes the first workshop special?

Your first workshop is where you make your first impression. So, well in advance, make sure you know your client and their domain of interest as much as possible.

Obviously, as an individual, you are not expected to know EVERYTHING! NO. It will, however, impress your client if you know some buzzwords and can really grasp what they are talking about. Also, it is impressive to suggest potential solutions and add on to their idea! ❤ To do this, its vital to be aware of the basics. 

Preparation is absolutely essential.

Keep scrolling …

So what do I do?

Whatever the information you have about your client is valuable — because every person is different and you should make sure you can relate to them at all costs. 

Hence, talk to your peers if they have spoken to the client before. Do a quick google search even.

This will reveal priceless information about their background, personality, technical know-how, and behavior.

Now, it's not necessary to put everything in a documented persona format, but if you want to easily pass this information down to someone else, it doesn’t hurt to build a persona.

In this context, a persona is a profile that describes the client’s qualities and traits. We will discuss this in more detail a later post.

Additionally, it is absolutely essential to know a bit about the project domain.

So, if you know what their business or idea is —

research a bit about it,

make a list of questions you would ask your client,

check out their competitors,

try to understand the problem they are trying to solve,

realize the gap in the existing market.

 

 The first meeting is usually about getting your client to talk!

So, make sure you have a lot of open-ended questions to ask.

Make a list of your expected meeting outcomes. The success of your meeting depends on how far these outcomes are met.

Usually, before I attend a workshop with the client, I would introduce myself in a VERY BRIEF email. So, if it makes sense, say hi in your meeting invite and share the list of questions and the expected outcomes with your client. This could save up a lot of time since they can come prepared.

On the day of the workshop, make sure you set up your meeting space — whether it is a remotely held meeting or a face to face meeting.

At least 15 minutes before, make sure your microphone is ready, you have all the pens, papers, external monitors, water, snacks ready (P.S.: the snacks could really depend on the meeting duration 😄).

On some occasions, you will be required to travel to the client’s location. In this case, make sure you are very punctual. Arrive around 15–20 mins early so you can set things up and make yourself comfortable with a glass of water (or even a cup of coffee — you will most likely be offered one😉).

Throughout my career, there are a few things I have noticed, and here are a few DON’Ts.

• Try not to organize workshops immediately before or after mealtimes.
• Day-long workshops are a big NO. People are human after all — and it is impossible to give in their 100% if the meeting pans for too long. (In a situation you are forced to do this with no other choice, please take some breaks, play some games, break the ice).

Also, a few DO’s:

• People are attentive during the early hours of the day than in the afternoon. So, scheduling workshops at this time could be ideal.
• 1.5–2 hour workshops are recommended— however, this really depends on other circumstances.
• Invite the right people to the meeting (you may need multiple stakeholders, a few other team members from your end to assist you, a UX expert (depending on the project and resource availability).
• Have a lot of papers, colored pens, sticky notes — (again, if you are using a remote meeting, these may differ).
• Take a bathroom break or too. Stay rested and hydrated.

Now that you realize the prep process, in a nutshell, we will also delve deep into the actual meeting with stakeholders and what you need to know to make it a success. Stay tuned.