Once the requirements have been confirmed the business analyst would have to communicate the confirmed requirements. These confirmed requirements are known as the business analysis information packages.
The information packages are created to ensure that the stakeholders have a shared understanding of the business analysis information.
It is important that the business analyst communicates the information in the right format and at the right time. The communication format should suit the needs of the audience in language, tone and style.
The business analyst has to ensure that the stakeholders understand the communicated information. Once the requirements are communicated to the stakeholder they should communicate their understanding and agreement.
There are some elements that help with communicating the business analysis information and these elements are:
1. Determine objective and format of communication: There are numerous reasons why business analysis information packages must be prepared and they include
- Communication of requirements to stakeholders
- Input to solution designs
- Formal reviews and approvals
- Evaluation of possible alternatives
- Maintenance for reuse
The business analyst prepares the business analysis information package to convey information in a clear and usable format.
To create the business analysis information packages the business analyst would have to ask a few questions to help them decide on the right format of communication.
These questions include:
a. Who is the intended audience ?
b. What information needs to be communicated to the stakeholder ?
c. What is the preferred communication method for each stakeholder ?
d. Are there regulatory constraints to conform to ?
Once these questions are answered then the business analyst can create the business analysis package.
Business analysis packages come in three different types and they are:
i. Formal documentation: this is usually based on an organizational template and it provides an easy to use record of information.
ii. Informal documentation: this is usually not based on an organizational standard and might include text, diagrams and matrices.
iii. Presentations: presentations are a high level overview of a change or solution.
Packages can be a mix of all three types or one of each based on the audience and their needs.
2. Communicate business analysis package: communicating the business analysis package is used to provide details about the change with the stakeholders.
The stakeholder need to understand the details, ask questions and correct any misunderstandings.
Choosing the right communication platform is also important and examples of communication platforms are:
i. Group collaboration: this is used to communicate information to a group of a stakeholders as once.
ii. Individual collaboration: this is used to communicate information to a single stakeholder. It can be used when a group setting is not feasible or would not produce the best results.
iii. Email or other non-verbal methods: this is used to communicate information when little or no explanation is needed.