Setting Expectations: How a Business Analyst Prepares Deliverables Before Requirement Gathering

Oct 19, 2024
3 min read

One of the most critical steps for a Business Analyst (BA) after onboarding a project is setting clear expectations with the client or Subject Matter Expert (SME) regarding deliverables. Before the requirement gathering sessions begin, aligning on what will be delivered and the timeline helps establish transparency, trust, and direction for the project.

Steps for Setting Expectations with Clients or SMEs

Clarifying Roles and Responsibilities:
- Purpose: The BA begins by outlining their role and the contributions expected from the client or SME. This ensures that everyone understands their responsibilities, avoiding confusion later in the project.
- Example: In a US Healthcare Domain project, a BA clarifies that their role involves gathering patient journey data, while the SME’s role is to provide insights into the healthcare workflows.
Defining Key Deliverables:
- Purpose: The BA shares an initial list of key deliverables such as the Business Requirements Document (BRD), use cases, and process models. By defining these in advance, the BA ensures alignment on project outputs.
- Example: For a Banking project, the BA might outline deliverables such as a BRD covering new loan processing systems, along with swim lane diagrams to map user interactions.
Establishing Timelines:
- Purpose: Setting realistic timelines helps manage expectations. The BA works with the client to agree on deadlines for each deliverable, ensuring that the project stays on track.
- Example: In a Supply Chain Management project, the BA establishes timelines for gathering inventory data and delivering a process flow diagram for warehouse operations.
Discussing Requirement Gathering Approach:
- Purpose: The BA explains how the requirement gathering sessions will be conducted—whether through interviews, workshops, or focus groups—and clarifies the client's role in each session.
- Example: In an Investment Banking project, the BA explains that multiple workshops will be conducted with traders to gather input on a new trading platform, ensuring full participation from key stakeholders.
Outlining Success Metrics:
- Purpose: Defining what success looks like ensures that both the client and the BA can measure the project’s progress. The BA sets expectations around the criteria that will be used to evaluate each phase of the project.
- Example: A BA working in a Fintech project outlines that success will be measured by the reduction in manual processing time by 25% post-implementation.

Case Study: Setting Expectations in a Capital Markets Project

In a Capital Markets project aimed at automating securities trading, the BA set clear expectations with the SME prior to starting requirement gathering. The BA outlined the deliverables, including a data flow diagram and use case scenarios for high-frequency trading. By establishing clear timelines and discussing the collaborative workshops in advance, the BA ensured smooth interactions and alignment with the client’s objectives, which led to successful automation.

Conclusion:

Setting clear expectations for deliverables before the requirement gathering phase is essential for the success of any project. It ensures transparency, creates trust, and provides both the client and the BA with a roadmap to guide the project. By taking proactive steps in clarifying roles, defining deliverables, and setting timelines, BAs can drive the project toward a successful outcome.

Explore Our Courses at JVMH Infotech At JVMH Infotech, we train Business Analysts to master every stage of project management, including setting clear expectations with clients. Our mentorship programs cover practical skills that ensure you can deliver success in any industry: