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What are effective ways to conduct card sorting with stakeholders during a needs analysis?

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Card sorting is a popular technique for business analysts to understand the needs and preferences of stakeholders, especially when designing information architectures, user interfaces, or workflows. It involves asking participants to group and label cards that represent concepts, tasks, or features, and then analyzing the patterns and insights that emerge. However, conducting card sorting effectively requires careful planning, facilitation, and analysis. Here are some tips to help you run successful card sorting sessions with your stakeholders.

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Nick Throckmorton

6+ years as a growth product designer ??

1 Choose the right method

There are different ways to conduct card sorting, depending on your goals, resources, and context. You can choose between open, closed, or hybrid card sorting, where participants either create their own labels, use predefined categories, or combine both. You can also decide whether to do it online or in-person, depending on the availability and location of your stakeholders, and the tools and materials you have access to. Consider the pros and cons of each method and select the one that suits your project best.

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Nick Throckmorton

6+ years as a growth product designer ??
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Every card sort I've facilitated has utilized stakeholders as participants. This may be considered uncouth or taboo to the UX purists of the world, but if facilitated strategically, you can usually get two birds with one stone: interesting business insights AND stakeholder buy-in for UX efforts.

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2 Prepare the cards and instructions

Before you start the card sorting session, you need to prepare the cards and the instructions for the participants. The cards should represent the main concepts, tasks, or features that you want to organize or prioritize. They should be clear, concise, and consistent, and avoid jargon, ambiguity, or duplication. The instructions should explain the purpose, process, and expectations of the card sorting activity, and provide examples or guidance if needed. You can also include some demographic or feedback questions to collect more data from the participants.

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Nick Throckmorton

6+ years as a growth product designer ??
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You don't need to have expensive tools to run an effective card sort. Utilize free online whiteboarding tools like Miro or Mural. Be sure to have your data and categories prepped a few days in advance.

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Raj Patel (CSM?) (SFC?) (PMO)

Certified Scrum Master? (CSM?) | Sr. Business Analyst | Scrum Fundamentals Certified (SFC)? | Lean Six Sigma Certified (Black & Green) | PMO | IIBA -ECBA Trained | Agile-Scrum Enthusiast | 22K LinkedIn Family Members
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Stakeholders have a stake in the project's success and result, thus engaging them is essential. Throughout the course of the project, they can offer insightful information, helpful resources, encouragement, and comments. Involving stakeholders raises the possibility that you will meet their needs, get their support, and complete the project successfully. Engaging stakeholders also facilitates conflict resolution, risk management, and positive relationship maintenance—all of which are essential for the successful completion of a project. I make sure that this is done and I completely agree.

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3 Recruit and engage the participants

The success of your card sorting session depends largely on the quality and diversity of your participants. You want to recruit stakeholders who represent your target users, customers, or audiences, and who have relevant knowledge, experience, or interest in the topic. You also want to ensure that they are motivated and engaged throughout the session, by offering incentives, reminders, and follow-ups. You can also use icebreakers, introductions, or questions to build rapport and trust with the participants.

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Nick Throckmorton

6+ years as a growth product designer ??
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You don't need to recruit stakeholders who represent your users; you'll never find enough if you handcuff yourself to representative users. Instead, make sure your participants know how to do basic things: connect to wifi, has used video conferencing before, understands your what your industry does/operates. They don't have to be an expert.

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4 Facilitate and observe the session

During the card sorting session, your role as a facilitator is to guide, support, and observe the participants, without influencing or biasing their choices. You should explain the instructions, answer any questions, and monitor the progress and issues of the participants. You should also observe and document their behaviors, comments, and emotions, as they can provide valuable insights into their needs and preferences. You can use notes, audio recordings, video recordings, or screen captures to capture the data.

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5 Analyze and interpret the results

After the card sorting session, you need to analyze and interpret the results to extract meaningful and actionable insights. You can use various methods and tools to do this, such as spreadsheets, software, or online platforms. You should look for patterns, trends, and outliers in how the participants grouped and labeled the cards, and compare them across different segments or criteria. You should also consider the qualitative data and feedback that you collected from the participants, and how they relate to the quantitative data.

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6 Communicate and validate the findings

The final step of your card sorting session is to communicate and validate your findings with your stakeholders. You should prepare a report or presentation that summarizes the main findings, insights, and recommendations from your card sorting session, and how they inform your design or business decisions. You should also invite feedback, comments, or questions from your stakeholders, and address any concerns or disagreements. You can also use other techniques, such as usability testing, surveys, or interviews, to validate and refine your findings.

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7 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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What are effective ways to conduct card sorting with stakeholders during a needs analysis?

1

2

3

4

5

6

7

1 Choose the right method

2 Prepare the cards and instructions

3 Recruit and engage the participants

4 Facilitate and observe the session

5 Analyze and interpret the results

6 Communicate and validate the findings

7 Here’s what else to consider

Business Analysis

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What are effective ways to conduct card sorting with stakeholders during a needs analysis?

1

2

3

4

5

6

7

1 Choose the right method

2 Prepare the cards and instructions

3 Recruit and engage the participants

4 Facilitate and observe the session

5 Analyze and interpret the results

6 Communicate and validate the findings

7 Here’s what else to consider

Business Analysis

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