How do you handle complex and dynamic workflows that involve multiple actors and systems?

These questions cover typical paths. Good. Now, build and tell an absurd story example of going down the "happy" or planned path. When the stakeholders interrupt you with additional information, take note. You're probably uncovering the important variant avenues people forget to mention. Probe those. Ask the same questions. Then do the winnowing into "need" and "want." In another iteration, you can sort the wants. And, I'll argue, you always have to apply a security lens to any process that involves the Internet. (And almost all do now).

In my experience, understanding the most simple path for a user and who that user is helps. Also, understand the path with the most volume. These two things (and sometimes its the exact same user and path) can bring dramatic clarity to the rest of the complexities. Focus on this first, then everything else above will start to make sore sense. You can categorize each user and scenario under the main path and its "exceptions". Exceptions like: Different User? Different Scenario? Different Rules? Patterns will emerge!

This is exactly what I am in the middle of this week. As I think through the process, understanding every detail is key but being focused on what the stakeholders care about means the presentation is more narrowly focused.

These types of complex flows and business problems are exactly what drive me toward business architecture, which helped to put structure around how to articulate complexity related to strategy, initiatives, and let organizational constructs. If the analyst doesn't have this background though, aligning the flow purpose to the Business strategy at some level through initiative, objective is critical. Other flow elements like roles, org units, systems, etc relate it to common elements in a portfolio, illustrating effects of actions. Suddenly, complexities become visible and known.

In addition to all the above it is very critical to - Understand what is the main objective of the workflow - What are the real expectation from each actors involved in the process - Possible process improvement Then clearly documenting and revisiting the whole process and workflow with all the parties involved, and collecting feedback for improvements, this would help build the trust and confidence of all the parties involved in the process.

I like to use a SIPOC model to help find clarify what is common among a seemingly complex process. SIPOC stands for Suppliers, Inputs, Process, Outputs, Customers. Suppliers - Who supplies things to the Process? Inputs - What things (data) do they supply)? Process - What is the simple process (4-5 steps)? Outputs - What are the output the process creates? Customers - Who consumes this outputs? Identifying these works great for both technical and non-technical processes and helps create clarity from a lot of "complexity noise" that may be fogging up your own and others view of the process.

I would agree with Angela here. The SIPOC goes way back in systems design but remains an excellent method to make a process crystal clear... And spot problems.

Thorough testing of a workflow, or functioning process is super important and often not done well. Understanding alternate and exception flows and proper handling is essential for proper coding, and I still find that older methods like use cases and activity diagrams tax the brain a bit better than current ways. These can identify the pathways very well for more comprehensive test cases. Taking a little more up front time to think it through adds diligence to ensure the next phase starts off well.

A new way of working - Process Mining and Execution Management... All very good points above. However, we need to utilise the evolution of modelling to understand current state and beyond. With Mining and Execution Management, BAs have the ability of understanding current state processes in a data driven manner, collaborate with stakeholders objectively and understand conformance in relation how work should be done. The pivot that Execution Management provides is the ability to then monitor and provide rich data on an ongoing basis across not only the workflow, but the source systems utilised to complete the work in order to address inefficiencies, conformance and risk. BAs need this in their toolkit for a data driven approach.

As businesses continue to adapt and evolve to changing market conditions, it is becoming increasingly important to regularly review and improve workflows. With the rise of new technologies, automation, and data-driven insights, the workflow optimization process is expected to become more efficient and effective in the future. Consider advanced analytics and artificial intelligence tools that can help businesses collect and analyze data in real-time, allowing for more timely and accurate workflow reviews and improvements. Also, the use of cloud-based platforms can enable greater collaboration and communication among team members, further streamlining the workflow optimization process.