How to communicate business analysis information effectively
May 25, 2020

How to communicate business analysis information effectively

By Lau

“Good communication is the bridge between confusion and clarity”

– Nat Turner —
Good communication is the bridge between confusion and clarity. - Nat Turner Click To Tweet

The purpose of communicating business analysis information is to ensure stakeholders have a shared understanding of business analysis information. To do this, business analysts must communicate appropriate information to stakeholders but this does not simply involve pushing information out and assuming it was received and understood. The business analysts job is to engage stakeholders to ensure they understand the information and gain agreement. 

To effectively communicate business analysis information it will be necessary to previously prepare the communication and then execute it. Let me tell you how you can do it.

Prepare the communication

In the preparation stage, you have to identify what has to be communicated and how.

Determine what has to be communicated

Some of the information that needs to be communicated is listed below. Please note that there may exist more.

  • communication of requirements and designs to stakeholders, 
  • early assessment of quality and planning, 
  • evaluation of possible alternatives, 
  • formal reviews and approvals,
  • inputs to solution design, 
  • conformance to contractual and regulatory obligations, and 
  • maintenance for reuse. 

Determine how to communicate it

In order to determine how to carry out the desired communication, you have to keep in mind that there are different variables that will make some forms of communications better than others. In order to obtain this information you can ask yourself the following questions:

  • Who is the audience of the information? 
  • What will each type of stakeholder understand and need from the communication? 
  • What is each stakeholder’s preferred style of communication or learning? 
  • What information is important to communicate?
  • Are the presentation and format of the information appropriate for the type of audience?
  • How does the information support other activities?
  • Are there any regulatory or contractual constraints to conform to?

Formats

The possible formats to communicate are the following:

  • Formal Documentation: is usually based on a template used by the organization.
  • Informal Documentation: usually there are not part of a formal organizational process. 
  • Presentations: deliver a high-level overview appropriate for understanding goals of a change, functions of a solution, or information to support decision making. 

Communicate

Once the preparation stage has been completed, you will be ready to move on to the execution stage. The purpose of communicating the business analysis information is to provide stakeholders with the appropriate level of detail about the change so they can understand it. In communicating the business analysis, stakeholders are given the opportunity to review the information, ask questions and raise any concerns they may have.

Select the communication platform

Selecting the appropriate communication platform is also important. Common communication platforms include:

  • Group collaboration: used to communicate the information to a group of relevant stakeholders at the same time. 
  • Individual collaboration: used to communicate the information to a single stakeholder at a time.
  • E-mail or other non-verbal methods: used to communicate the information when there is a high maturity level of information that will need little or no verbal explanation to support it. 

To sum up you now know that in order to communicate business analysis information you have to prepare it by identifying the WHAT and the HOW and to communicate it by choosing a communication platform. All this will help you to engage stakeholders to ensure they understand the information and gain agreement. 

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