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What are the best ways to involve subject matter experts in requirements elicitation and validation?

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Subject matter experts (SMEs) are essential sources of information and feedback for business analysts (BAs) who are responsible for eliciting and validating requirements for a project or solution. However, involving SMEs effectively can be challenging due to their busy schedules, diverse perspectives, and varying levels of engagement. In this article, you will learn some of the best ways to involve SMEs in requirements elicitation and validation, and how to overcome some of the common pitfalls.

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Adijat Abiodun Adigun

|| Real estate pro ????????????????????|| 100+ happy clients|| $1B+ sales in 4years|| Business Analyst|| Certified MEP…
MONA DHAWAN

Senior Business Analyst with Agile and SQL Competencies

1 Identify and prioritize SMEs

The first step to involve SMEs is to identify who they are and what role they play in the project or solution. SMEs can be anyone who has relevant knowledge, experience, or authority over the business problem, the current state, the desired state, or the solution. You can use stakeholder analysis techniques, such as RACI matrix, stakeholder map, or stakeholder register, to identify and categorize SMEs based on their level of responsibility, accountability, consultation, and information. You should also prioritize SMEs based on their availability, influence, and impact on the project or solution.

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Adijat Abiodun Adigun

|| Real estate pro ????????????????????|| 100+ happy clients|| $1B+ sales in 4years|| Business Analyst|| Certified MEP Engineer|| Property Maintenance Expert|| Team Lead|| I help individuals become proud asset owners????
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Involving subject matter experts in requirements elicitation and validation is crucial for the success of any project, especially in fields where specialized knowledge is essential. By following the best practices such as early starting, uses of open ended question, collaborative meetings and workshops, peer reviews and continuous communications etc., you can effectively involve subject matter experts in requirements elicitation and validation, resulting in more accurate, comprehensive, and successful project outcomes.

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2 Plan and prepare elicitation activities

The next step is to plan and prepare elicitation activities that suit the needs and preferences of SMEs. Elicitation activities are the methods and techniques BAs use to gather requirements from SMEs, such as interviews, workshops, surveys, observations, or prototyping. When preparing these activities, you should think about the type and complexity of the requirements, the number and location of SMEs, the time and budget constraints, the communication channels and tools, the elicitation techniques and questions, and the documentation and recording methods. Additionally, it's essential to communicate the purpose, scope, and agenda of the elicitation activities to SMEs in advance and confirm their participation and availability.

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MONA DHAWAN

Senior Business Analyst with Agile and SQL Competencies
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Best ways to involve subject matter experts are as follows: 1. Identify the Right SMEs. 2. Bring SMEs in early in the project lifecycle. 3. Clear Communication. 4. Conduct interactive workshops or meetings to gather requirements collaboratively. 5. Create prototypes or mockups to visually represent requirements. 6. Share requirement documents with SMEs for review. 7. Regularly check in with SMEs to ensure that the requirements align with the evolving project needs. 8. Conduct validation workshops where SMEs can review and validate the finalized requirements. 9. Provide any necessary training for SMEs on the requirements process. 10. Be open to address any concerns by SMEs. 11. Recognition and Appreciation of SMEs.

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3 Conduct and follow up elicitation activities

The third step is to conduct and follow up elicitation activities with SMEs. During this process, you should establish rapport and trust, ask open-ended, probing, and clarifying questions, listen actively and empathetically, avoid leading, biased, or ambiguous questions, capture and document requirements accurately and consistently, confirm and summarize key points and action items. After the elicitation activities are complete, you should review and organize the requirements, identify and resolve any gaps, conflicts, or ambiguities, validate and verify the requirements with SMEs, obtain feedback and approval from SMEs, and update and refine the requirements as needed.

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4 Manage and maintain SME relationships

The final step is to manage and maintain SME relationships throughout the project or solution lifecycle. It's important to keep SMEs informed and engaged, acknowledge and appreciate their contributions, address and escalate any issues or concerns, manage and respond to changes in requirements or SMEs, and seek and incorporate their feedback on the solution. By doing this, you can involve SMEs effectively in requirements elicitation and validation, ensuring that the requirements reflect the needs and expectations of the business and stakeholders.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Samuel Olliver

Proven Leader with 20+ Years in the Property Industry | Driving Operational Excellence, Post-Acquisition Integration & Strategic Growth
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Effectively involving SMEs involves: 1. Defining Roles: Clearly outline SME roles and expectations. 2. Communication: Establish robust communication channels. 3. Team Integration: Ensure SMEs are integrated into relevant teams. 4. Knowledge Transfer: Facilitate the sharing of SME expertise. 5. Respect and Recognition: Acknowledge SME contributions. 6. Managing Availability: Balance SME involvement in various projects. 7. Flexibility: Encourage adaptability to changing project needs. 8. Conflict Resolution: Have strategies for resolving disagreements. 9. Feedback: Regularly assess and provide feedback to SMEs. 10. Exit Strategy: Plan for SME transitions to avoid knowledge gaps.

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What are the best ways to involve subject matter experts in requirements elicitation and validation?

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2

3

4

5

1 Identify and prioritize SMEs

2 Plan and prepare elicitation activities

3 Conduct and follow up elicitation activities

4 Manage and maintain SME relationships

5 Here’s what else to consider

Business Analysis

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What are the best ways to involve subject matter experts in requirements elicitation and validation?

1

2

3

4

5

1 Identify and prioritize SMEs

2 Plan and prepare elicitation activities

3 Conduct and follow up elicitation activities

4 Manage and maintain SME relationships

5 Here’s what else to consider

Business Analysis

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