After you’ve inventoried your current situation, identify the business analysis and other activities your team needs to perform as you collaborate on your project. What does your situation look like after you implement a tool? Look for gaps or challenges where you think your team can use additional support to become more productive — especially if you need to perform activities while separated by time or location. Here are some considerations:
If you could all be together in one room, what would the optimal situation look like? What activities are taking place; what’s being created and how?
Is the team brainstorming ideas or generating plans?
Are you sharing or documenting knowledge and creating content?
Does the team need calendars and schedules? Does work get done in a specific order? Would notifications at certain points be important?
Will the team be developing or creating things together?
Will everyone need to just see and talk about what the leader is doing, will everyone have a hands-on role, or will some just need to review results when the work is finished?
Will individuals have time to think about what they contribute, or will their contributions be fast and spontaneous?
Does everyone on the team know each other, or are relationships still being formed?
Will people feel comfortable contributing, or will they need to be encouraged?
Do people need to see each other’s faces to engage effectively?
Is the work product or collaborative output temporary for immediate use, or will it be used as input to a next step? Will team members need to go back to read and review contributions later or publish content for a longer-term? What historical information will you need to keep?
Will people be paying active attention to the work and collaboration as it happens, or will they need to be notified or reminded about doing the next step?
Will other people be paying attention to what’s going on with the team and try to find or pull information, or will you need to proactively push information out to them?
What do you expect to generate at the end, and what happens next with it? That is, are you creating recommendations or information for someone to act on, a deliverable asset or thing someone can touch or leverage, a final end-product for an audience, or a component of work other team members need in order to do their work?