Explained: What Does a Business Analyst Do?

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What is Business Analysis and What Does a Business Analyst Do?

In the world of project management, you may have heard of a business analyst (BA). Whether you’re preparing for a certification exam like the Certified Associate in Project Management (CAPM) or working with a business analyst, it’s important to understand what they do. In this article, we will explain what business analysis is, what a business analyst’s role involves, and how they help make projects successful.

Who is a Business Analyst?

Here is a simple way to explain a business analyst’s role. There are three main tasks that define business analysis:

Gathering Requirements: A business analyst works with stakeholders and customers to collect their needs.
Ensuring the Solution Matches: Once the requirements are gathered, the BA ensures that the solution meets these needs.
Evaluating the Outcome: After the solution is delivered, the BA checks if the desired results—like increased revenue or better customer satisfaction—were achieved.

This basic explanation gives a clear idea of the BA’s job in a project.

The Role of a Business Analyst in a Project

In a typical project, there are several stages: initiation, planning, execution, monitoring and controlling, and closing. A business analyst focuses on three key areas throughout the project:

Stakeholder Management: The BA identifies and works with stakeholders to gather and refine project requirements.
Scope Definition: The BA helps define the project’s scope, ensuring the right requirements are included.
Quality Assurance: The BA ensures that the solution matches the defined requirements and meets quality standards.

These three areas—stakeholders, scope, and quality—are vital for a business analyst’s success and contribute to the overall project success.

How Business Analysis Works in Practice

1. Engaging Stakeholders and Gathering Requirements

The business analyst’s first task is to identify and engage the right stakeholders—customers, users, and anyone affected by the project. To do this, the BA uses tools like an organizational breakdown chart to identify key people within the organization. Once the right stakeholders are identified, their roles are documented in a stakeholder register.

The BA uses a stakeholder classification matrix to assess the influence and impact of each stakeholder, focusing on those who have the greatest influence on the project’s outcome. Engaging the right people early ensures that the gathered requirements are accurate.

2. Eliciting and Visualizing Requirements

Once stakeholders are engaged, the BA uses various techniques like workshops, brainstorming, and facilitation skills to gather requirements. One effective method is the Nominal Group Technique, where everyone writes down their ideas anonymously, avoiding bias from higher-ups in the room.

After gathering the requirements, the BA visualizes them to ensure they are clear and understandable. Techniques such as process mapping, SE diagrams, and context diagrams help the BA create visual representations of how the system works or will work in the future. These diagrams make it easier for everyone to understand the requirements.

3. Ensuring the Solution Matches Requirements

After gathering and visualizing requirements, the BA works with developers and the project team to make sure the solution aligns with the requirements. To do this, the BA uses a Requirements Traceability Matrix, which ensures that all requirements are covered and tested.

The BA also helps break down the project into smaller tasks using a work breakdown structure (WBS). This helps the team manage the work more easily. The BA ensures that acceptance criteria are clearly defined, so the project team knows what is required for each task to be considered complete.

4. Evaluating the Success of the Solution

Once the solution is delivered, the BA checks if it achieved the desired results. Did it improve customer satisfaction? Did it increase revenue or reduce costs? The BA may use tools like Net Promoter Score (NPS) or customer satisfaction surveys to measure the impact.

Additionally, the BA may conduct a retrospective meeting with the project team to review what went well and what could be improved for future projects.

Tools and Techniques a Business Analyst Uses

Business analysts rely on various tools to do their job effectively. Here are some of the most common ones:

Stakeholder Register and Stakeholder Classification Matrix: To identify and assess stakeholders.
Workshops, Brainstorming, and Nominal Group Technique: To gather requirements.
Process Mapping, Sequence Diagrams, and Context Diagrams: To visualize systems and processes.
Requirements Traceability Matrix: To ensure requirements are met.
Work Breakdown Structure (WBS): To break down tasks into manageable pieces.
Acceptance Criteria: To define when a task is complete.

These tools help the business analyst manage requirements, scope, and quality throughout the project.

The Key Skill of a Business Analyst: Drawing Out Answers

A business analyst’s key skill is the ability to draw out answers. The BA doesn’t need all the answers at the start of the project. Instead, they must be good at asking the right questions and engaging the right people to uncover the information needed. This skill is essential for steering a project in the right direction.

Conclusion

A business analyst plays an important role in project management. They gather and clarify requirements, make sure the solution matches those needs, and evaluate the results to ensure success. By focusing on stakeholders, scope, and quality, business analysts help guide projects to successful outcomes.

With the right tools and techniques, a business analyst can keep the project on track and make sure it delivers value. Whether you’re preparing for a certification exam or working with a business analyst, understanding their role will help you achieve better project outcomes.

David McLachlan on LinkedIn

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