Benefit Definition Workshops - Ideas on how to manage them,

One method I have found very useful to try and determine the benefits for a particular project is to have a Benefit/Business value workshop where you invite the relevant stakeholders to brainstorm about the potential benefits from implementing the proposed change. You will be amazed at what you can get out of these sessions. The key for these sessions as the Project Manager or Business Analyst is to provide structure and a strong agenda to keep the meeting on track and to get the information you are seeking. Also for preparation have a few ideas of your own incase of those "silent" moments.

The key things to keep in mind are:

1. It is a brainstorming session so everyone can have their opinion. You are to take notes, encourage discussion but not make judgements. When all the information is gathered you can then analyze, ., prioritize and make recommendations. Ensure you set Ground rules at the beginning of the meeting.
2. Make sure you involve the right people and the relevant people.  Avoid too many executive type people. It is the people who do the day-to-day work that have the best ideas at times.
3. People will more likely complain about what is wrong. Use this as a basis to work out the benefit. Ie, The benefit would be what would arise from fixing the problem. It will be your role to quantify this.
4. Provide some background reading prior to the meeting and have a quick recap at the beginning of the meeting.
5. Have a follow-up meeting to discuss your recommendations and to solicit feedback and get buy-in. Make sure you send out post meeting minutes/action items as well.
6. Encourage discussion and ideas but stay on the Agenda. You want to get the most of the meeting in the limited time you have.
7. Lastly, provide some refreshments for the meeting. It is amazing how some chocolate or muffins get the ideas and conversation going.


Let me know if you have any more ideas?