StakeHolders Workshop

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During release cycles and delivery..it's important to review and if needed group all stakeholders and have a workshop to discuss, brainstorm , review and firm up delivery plan and get things moving, pick up pace in release.In this post, will touch upon certain aspects and pen some thoughts towards having a successful stakeholder's workshop.

Why a workshop..
Over a period of time as release progresses and due to changes it keeps on dragging and priorities change..a review indicates that we have few items which need decision..few items which are strategic and need deliberations...there is a pressing need that all stakeholders are on the same page and the release details needs updates ..to realize the road map are detailed and agreed by all..and may be the road map itself needs a revisit..may be need a break  from continuous operations and retrospect.. try to look at issues/challenges and encourage some out of the box thinking...agree and get the release done.
It may be more necessary in case of virtual teams than others.

Setting it up..
To make a successful workshop..plan in advance..
Publish workshop schedule, agenda, participants/track/meeting room/bridge/moderator details
Ensure if its a day long or more then arrange for snacks/food/ transportation.
If access and approvals are needed for entry at workplace for participants, ensure all details are requested and processed in advance.
Clearly outline for each agenda item, what's the output/deliverable, action items should be logged and minutes shared.
Leverage Whiteboard, markers well for discussion..Use Brainstorming and moderate discussions with clear objectives.
At start of workshop...discuss plan for the day...there are usually some misc items that come up..make necessary changes to agenda/schedule accordingly. If new items need more time...re-look at other items and prioritize.
At day end or track end..summarize decisions taken and action items.
Plan for sight seeing and outings as appropriate within schedule.

Follow up
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Ensure regular follow ups are done on workshop action items.Stakeholders who are not collocated are hard to reach on certain topics that need face to face discussions and brain storming..hence try to close all possible action items within a week.

Some possible items that are best solved in workshop w.r.t software delivery
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Requirement Turnover
Design Reviews
Process Issues
Plan/Schedule Review
Initiatives/Strategic items/Topics where much clarity is not there..items suitable for brainstorming.

If you haven't met a stakeholder in person the workshop provides a good opportunity for that. The vibes built during a face to face interaction cann't be replaced by any another communication medium. If you have met someone in person, you will have better empathy and can work remotely in much improved manner.This impacts all aspects of software delivery.A personal touch is important in all our endeavors.

I looked around on some PMI readings on Stakeholder management and Getting best out of workshop and recommend below links.

https://www.pmi.org/en/Knowledge-Center/Knowledge-Shelf/Stakeholder-Management.aspx

http://www.mindtools.com/pages/article/PlanningAWorkshop.htm

http://businessanalystlearnings.com/blog/2013/2/28/organizing-effective-requirements-workshops-before-during-after



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