Last updated on Jul 16, 2024

You're navigating software integration. How can you keep stakeholders engaged for project success?

Navigating software integration can be a complex task, but it's crucial for the growth and efficiency of your business. As a business analyst, your role is to ensure that all parts of the system work together seamlessly. However, the success of such projects doesn't just hinge on technical know-how; it's equally important to keep all stakeholders engaged and informed throughout the process. Stakeholders can range from internal team members to external partners and customers, each with their unique interests and concerns. Their ongoing engagement is vital to align expectations, gather valuable feedback, and foster a collaborative environment that propels the project forward.

1 Engagement Plan

To keep stakeholders engaged, you need a solid engagement plan. This plan should outline how you will communicate with stakeholders at every stage of the integration process. It's important to identify who needs what information and when they need it. Tailor your communication methods to suit different stakeholders – some may prefer detailed reports, while others might need only high-level summaries. Regular updates, clear timelines, and milestones help maintain transparency and trust. Remember, engagement is not a one-off event but a continuous process that adapts as the project evolves.

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Basima Ja'ara

Ph.D. in Management | PMP/PMI, ISTQB, ITIL, WCM Portal, EOT | Creativity & Innovation
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1. Clear Communication: Provide regular updates on progress and milestones. 2. Stakeholder Involvement: Invite input and feedback at key decision points. 3. Demonstrate Benefits: Show how integration enhances workflows or efficiency. 4. Address Concerns: Address stakeholder questions promptly. 5. Training Opportunities: Offer sessions to familiarize stakeholders with new software.

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Lex Raj Shylaja

Digital Transformation Specialist | Certified Scrum PO | Business Analysis, Product & Change Consulting | STEM & Business Mentor | ACS SA Emerging Professional | Ladies Beyond Flying
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Dear @LinkedIn, Your article is insightful and to the point. However, it seems more aligned with the Change Management category than Business Analysis. :)

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Parth Thaker

Graduate Student at Rutgers University | MS in Information Technology and Analytics | Data Analyst
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Engaging stakeholders is essential for successful software integration. Active involvement makes them project champions, ensuring smooth execution and meeting all needs. Start with a kickoff meeting to set objectives and communication channels. Provide regular updates and celebrate milestones to maintain morale. Tailor communications to stakeholders' interests and seek their feedback. Set clear goals and realistic timelines, addressing conflicts promptly. Use visual tools and celebrate successes to highlight project value. Gamify the process to boost engagement. These strategies foster ownership, excitement, and commitment, ensuring a smooth and impactful integration.

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Runjhun Singh

Business Analyst
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In my experience, the best Engagement Strategy is regular Demonstrations to the stakeholders. Nothing beats a working model demoed to the required stakeholders.

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Iaroslav Beliaev

ICT Business Analyst with 7+ years of experience in AdTech | Banking | Software development | Data Analytics
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It's important to let stakeholders know how the project is progressing. You can call them for a demo after each sprint if you are working on Scrum, or you can agree on a schedule of meetings (weekly, fortnightly, monthly). In my practice, stakeholders are busy people and don't really like to be included every week. Sometimes email updates are enough. The format of reports depends on the project. For some stakeholders a board in Jira is enough. It is important to keep them informed, even if the developers don't meet the deadlines specified in the roadmap.

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2 Feedback Loops

Creating effective feedback loops is essential for stakeholder engagement. Feedback loops provide stakeholders with opportunities to voice their concerns and suggestions. This input is invaluable for refining the integration process and ensuring the final product meets everyone's needs. Utilize various channels for feedback, such as surveys, interviews, or focus groups, and make sure stakeholders know their input is not only welcomed but also acted upon. Acknowledging and implementing stakeholder feedback demonstrates that you value their contribution, which can significantly boost engagement.

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Nina Malakhova

Business Analyst and Requirements Engineer in IT | Over 8+ Years in Marketing | ex. Accenture
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Depending on the project and stakeholders, different methods can be used to collect feedback. In addition to classic surveys and interviews, you can try: focus groups, feedback through social media, website data analysis, forums and communities, reviews on platforms, user testing, feedback via email, surveys and feedback forms, analysis of support calls, feedback through messengers, monitoring mentions on the Internet.

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3 Training Sessions

Offering training sessions is a proactive way to keep stakeholders engaged. When stakeholders understand the software and its benefits, they are more likely to support the integration process. Training should be tailored to the different user groups and their respective needs. For some, an overview of the software's capabilities will suffice, while others may require in-depth instruction on specific functionalities. Training also serves as a platform for stakeholders to ask questions and express any concerns they may have, thereby increasing their comfort level with the new system.

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Markus Wepfer

Retired : Freelancer, Avaloq Consultant, Oracle Expert
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Zuerst müssen die verschiedenen Stakeholder der Schulung identifiziert werden (Datenerfasser, Kontrolleure, Entscheider etc). Dann sind Schulungen so aufzubauen, dass sie den Ansprüchen der Stakeholder optimal gerecht werden. Der Entscheider ist eher an aussagekräftigen Statistiken interessiert, der Daten-Erfasser vielleicht eher an Tastatur-Kürzeln und Abkürzungen im Workflow. Wenn die Stakeholder und deren Bedürfnisse identifiziert sind, gilt es, die Präsentations-Form zu planen. Hier ein paar Beispiele: - klassische Schulung (Instruktor spricht, Teilnehmer hört zu) - Workshop (Gruppen-Bildung; jede Gruppe erhält entsprechende Aufgaben) - Offline (Folien verteilen) - Online (multiple choice mit anschließender Bewertung).

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Parth Thaker

Graduate Student at Rutgers University | MS in Information Technology and Analytics | Data Analyst
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Training sessions are key to engaging stakeholders in software integration. They provide hands-on experience and build confidence in the new system. Use interactive elements like live demos, Q&A, and role-playing scenarios. Offer customized training for different user groups (e.g., IT staff, end-users). Encourage feedback and adjust training as needed to ensure everyone is comfortable and proficient.

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4 Risk Management

Risk management is a critical component of stakeholder engagement. Clearly communicating potential risks and your plans to mitigate them can alleviate concerns and maintain stakeholder confidence. Be transparent about challenges that may arise during the integration process and show that you have contingency plans in place. This not only prepares stakeholders for possible setbacks but also demonstrates your commitment to the project's success. Effective risk management involves continuous monitoring and updating stakeholders on how risks are being addressed.

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Parth Thaker

Graduate Student at Rutgers University | MS in Information Technology and Analytics | Data Analyst
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Transparency in risk management is crucial for stakeholder engagement. Clearly communicate potential risks and your mitigation strategies to alleviate concerns and build trust. Be upfront about challenges that may arise during integration and have contingency plans in place. Regularly update stakeholders on how risks are being addressed to demonstrate your commitment to the project's success and maintain their confidence.

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Markus Wepfer

Retired : Freelancer, Avaloq Consultant, Oracle Expert
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Risiken rechtzeitig erkennen und einschätzen und darstellen in einer Matrix mit mindestens 4 Quadranten: - Vertikal : Eintretens-Wahrscheinlichkeit : "unwahrscheinlich" bis "extrem wahrscheinlich" - Horizontal : Schadens-Höhe : "unbedeutend" bis "extrem" Risiken, deren Eintreten als wahrscheinlich eingestuft wird und die bei Eintreten ein grösseren Schaden (finanziell, Reputation etc.) anrichten können, müssen bei Projekt-Einführung unbedingt abgedeckt sein, andere können eher auf einen späteren Release verschoben werden.

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5 Milestone Celebrations

Celebrating milestones is an excellent way to keep morale high and stakeholders engaged. Recognizing the completion of major phases in the integration process provides a sense of accomplishment and can energize the team for the next steps. It also helps to reinforce the importance of the project and the collective effort involved in achieving these goals. Celebrations don't have to be lavish; simple acknowledgments or small rewards can go a long way in showing appreciation for everyone's hard work.

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Markus Wepfer

Retired : Freelancer, Avaloq Consultant, Oracle Expert
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Meilensteine müssen im voraus bekannt sein und an der Erfüllung messbarer Kriterien definiert werden, z.B. "Automatische Verbuchung von Kunden-Zahlungen". Je nach Komplexitäts-Grad der Umsetzung sind Team-Events vorteilhaft, z.B. - gemeinsame Nachtessen - Party auf Firmenkosten - vielleicht sogar ein Wochenende zusammen verbringen

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6 Ongoing Support

Finally, providing ongoing support is crucial for maintaining stakeholder engagement post-integration. Stakeholders should feel that they have access to help whenever they need it. Establishing a support system, whether it's a help desk, online resources, or a dedicated team, ensures that stakeholders can resolve issues quickly. This ongoing support not only aids in the smooth operation of the integrated software but also reinforces the stakeholders' trust in your commitment to the project's long-term success.

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Markus Wepfer

Retired : Freelancer, Avaloq Consultant, Oracle Expert
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Unterstützung kann auf verschiedenen Ebenen erfolgen: - Wiki-How-To's - Handbücher - 1:1 sessions - Schulungen in Schulungs.Räumen - "Spielwiese": Nicht-produktive Applikations-Umgebung, in welcher alles ausprobiert werden kann, ohne Schäden an produktiven Daten anzurichten Wichtig ist, dass die Unterstützung auf den Anwendungsfall abgestimmt und adressaten-gerecht ist. Der Manager hat einen anderen Schulungs-Bedarf als der Benutzer, der Transaktionen und Stammdaten erfasst.

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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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Antonio Barquet Kuri

Pricing & Revenue + CRM + Big Data + Business Development + Commercial Strategy
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Keeping stakeholders engaged during a software integration project is vital for its success. By fostering open communication and demonstrating the project's value, you build trust and collaboration. Regular updates and clear milestones ensure everyone is aligned and aware of progress. Listening to stakeholder feedback and addressing concerns promptly shows respect for their insights and helps preempt potential issues. This proactive engagement not only drives the project's success but also strengthens relationships, creating a cohesive team committed to achieving shared goals. 🌟🔧 #ProjectManagement #StakeholderEngagement #SoftwareIntegration

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You're navigating software integration. How can you keep stakeholders engaged for project success?

1

2

3

4

5

6

7

1 Engagement Plan

2 Feedback Loops

3 Training Sessions

4 Risk Management

5 Milestone Celebrations

6 Ongoing Support

7 Here’s what else to consider

Business Analysis

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You're navigating software integration. How can you keep stakeholders engaged for project success?

1

2

3

4

5

6

7

1 Engagement Plan

2 Feedback Loops

3 Training Sessions

4 Risk Management

5 Milestone Celebrations

6 Ongoing Support

7 Here’s what else to consider

Business Analysis

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