by Business Analysis,
Engaging Time Poor Stakeholders: A Case Study in Business Analysis
Successful analysis and research depend on strong information-gathering techniques. A fundamental approach to uncovering context and establishing clarity lies in asking the right questions:
- Who – Who is involved and impacted?
- What – What is happening, and what needs to be addressed?
- When – When do key events and processes occur?
- Where – Where do these events take place or originate?
- Why – Why is the issue occurring? What are the drivers?
- How – How do current processes and behaviours produce the outcome?
Case Study: Engaging Time‑Poor Stakeholders
BAPL partnered with a leading Australian University to modernise and streamline its credit transfer and approval processes. Rapid institutional growth created challenges related to manual effort, student autonomy, and system efficiency. The project objectives included:
- Implementing a streamlined, student‑driven credit application experience
- Developing an enhanced credit precedent database
- Reducing manual involvement from staff
While stakeholder engagement was essential, many were extremely time‑poor due to competing priorities. BAPL needed a strategy to collaborate effectively, without adding stress or delays.
Applying WHO, WHEN, HOW
WHO
We identified diverse stakeholder groups across management, academic teams, and student services. Early virtual meetings allowed us to understand personalities, responsibilities, and engagement styles.
WHEN
We mapped key workload peaks to avoid critical teaching and assessment periods. Scheduling became smoother and less disruptive.
HOW
We aligned communication to stakeholder preference, using a blend of virtual workshops, online meetings, Teams chats, and structured email requests. Delegates were nominated to ensure continuity when primary stakeholders were unavailable, allowing progress to continue without delays.
Why This Approach Worked
Giving stakeholders flexibility and communication choice builds trust and encourages collaboration. Workshops remained collaborative while clarifications, approvals, and detailed input were handled asynchronously.
Results
- Reduced time and cost
- Optimised business analysis focus on high‑value activities
- Improved stakeholder experience and communication flow
- High‑quality deliverables validated efficiently
This case highlights how a flexible, human‑centred communication strategy — supported by thoughtful questioning — can elevate virtual business analysis outcomes, even with highly time constrained stakeholders.