{"id":745,"date":"2019-08-01T05:41:50","date_gmt":"2019-08-01T05:41:50","guid":{"rendered":"http:\/\/demo3.loc\/?p=745"},"modified":"2023-02-24T15:39:27","modified_gmt":"2023-02-24T20:39:27","slug":"7-steps-to-execute-a-needs-analysis","status":"publish","type":"post","link":"https:\/\/www.rtgsolutionsgroup.com\/7-steps-to-execute-a-needs-analysis\/","title":{"rendered":"7 Steps to Execute a Project Needs Analysis"},"content":{"rendered":"
[vc_row css=”.vc_custom_1452687555475{margin-bottom: 100px !important;}”][vc_column offset=”vc_col-lg-9 vc_col-md-9″ css=”.vc_custom_1452702342137{padding-right: 45px !important;}”][vc_custom_heading source=”post_title” font_container=”tag:h1|text_align:left” use_theme_fonts=”yes” el_class=”no_stripe”][vc_single_image source=”featured_image” img_size=”1110×500″][vc_column_text]As project management experts, one of the most common (and wasteful!) mistakes we see\u00a0is\u00a0when\u00a0businesses fail\u00a0to conduct\u00a0a project needs analysis.\u00a0Although new\u00a0initiatives\u00a0require innovation and\u00a0creativity,\u00a0it is crucial to\u00a0steer\u00a0your projects\u00a0using\u00a0proven methodology.\u00a0<\/span>\u00a0<\/span><\/p>\n

Don\u2019t believe us?\u00a0According to\u00a0<\/span>this report<\/span><\/a>\u00a0by\u00a0SaaSList,\u00a0companies who use\u00a0proper\u00a0project management practices\u00a0<\/span>save 28 times more money<\/span><\/b>\u00a0than those who don\u2019t!\u00a0<\/span>\u00a0<\/span><\/p>\n

Do you have plans to implement a new system or kick-off a major project within your business?\u00a0From the start, it\u2019s exciting to think how great this effort will positively impact the business. But hold-up on the congratulatory high-fives!\u00a0If you don\u2019t set\u00a0things up\u00a0right on the front end of the initiative, you\u2019ll exceed your budget and schedule, and deflate team morale.\u00a0<\/span>\u00a0<\/span><\/p>\n

Who\u2019s got time \u2013 and money \u2013 for that?<\/span>\u00a0<\/span><\/p>\n

Ensure success in your project and perform a\u00a0Project Needs Analysis. It is also often referred to as a\u00a0<\/span>Needs Assessment<\/span><\/a>. This proven approach will maximize efficiency throughout your organization.\u00a0<\/span>\u00a0<\/span><\/p>\n

The steps involved in a\u00a0Project Needs Analysis\u00a0is not fluff nor a \u201cnice to do\u201d strategy.\u00a0The 7 steps of the\u00a0Project Needs Analysis\u00a0are\u00a0critical to the success of any project and business.<\/span>\u00a0<\/span>[\/vc_column_text][vc_separator color=”black”][vc_btn title=”Need Help Conducting a Project Needs Analysis? Contact Us Today!” color=”success” align=”center” i_icon_fontawesome=”stm-envelope-11″ add_icon=”true” link=”url:https%3A%2F%2Fwww.rtgsolutionsgroup.com%2Fcontact-us%2F|target:_blank”][vc_separator color=”black”][vc_column_text]The concept of a\u00a0Project Needs Analysis\u00a0originates in the\u00a0<\/span>Learning and Development<\/span><\/a>\u00a0field. RTG Solutions Group merges\u00a0<\/span>Lean practices<\/span><\/a>\u00a0with L&D\u00a0strategies\u00a0to\u00a0create fool-proof project management formulas. In many cases, the similarities are recognizable in both industries.<\/span>\u00a0<\/span><\/p>\n

The common factor is the development of people as a core principle. The\u00a0Project Needs Analysis\u00a0is critical to its success. This phase can take 1-2 weeks, depending on the number of teams and team members involved.<\/span>\u00a0<\/span><\/p>\n

As a reference, consider a business rolling out\u00a0a\u00a0new\u00a0<\/span>ERP (Enterprise Resource Planning)<\/span><\/a>\u00a0system.\u00a0Before spending company resources on a new piece of software, the business will have to follow each of these 7 steps to ensure the project is a\u00a0win:\u00a0<\/span>\u00a0<\/span><\/p>\n

    \n
  1. \n
      \n
    1. \n
        \n
      1. Identify an executive sponsor of the\u00a0project<\/span>\u00a0<\/span><\/li>\n
      2. Generate a return on investment (ROI)\u00a0model<\/span>\u00a0<\/span><\/li>\n
      3. Identify necessary\u00a0workstreams<\/span>\u00a0<\/span><\/li>\n
      4. Interview each of the workstream leaders\u00a0<\/span>\u00a0<\/span><\/li>\n
      5. Meet with the\u00a0teams\u00a0<\/span>\u00a0<\/span><\/li>\n
      6. Create a master schedule of the gathered\u00a0information\u00a0<\/span>\u00a0<\/span><\/li>\n
      7. Schedule and perform a pre-executive report-out\u00a0<\/span>\u00a0<\/span><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n

        If these steps sound like gibberish to you, no need to panic! Below, we\u00a0detail the ins and outs of each step\u00a0of the Project Needs Analysis. In addition, we\u2019ll explain\u00a0the benefits and purposes of each step.\u00a0By the time you\u2019re done reading, you\u2019ll be well on your way to becoming a needs assessment guru.\u00a0<\/span>\u00a0<\/span>[\/vc_column_text][vc_custom_heading text=”Step 1 \u2013 Identify an Executive Sponsor of the Project” font_container=”tag:h3|text_align:left” use_theme_fonts=”yes”][vc_column_text]An executive sponsor is a senior leader in the organization who ensures that the project aligns with the\u00a0organization\u2019s\u00a0<\/span>strategic\u00a0goals<\/span><\/a>\u00a0and initiatives.\u00a0<\/span>\u00a0<\/span><\/p>\n

        The executive sponsor\u00a0must gather\u00a0support from department leaders and overcomes\u00a0resistance or hurdles with departments involved with the project.\u00a0<\/span>\u00a0<\/span><\/p>\n

        In addition, the executive sponsor offers \u201cbuy in\u201d to the initiative. This is because\u00a0they provide direction, support, and the ability to fund the project. With \u201cstake in the game,\u201d the project\u2019s success is their success.<\/span>\u00a0<\/span><\/p>\n

        With the\u00a0<\/span>ERP<\/span><\/a> example, this effort will impact all departments, workstreams and communication channels in production, planning, inventory, business analytics, marketing,\u00a0<\/span>supply chain<\/span><\/a>,\u00a0and HR,\u00a0among others.\u00a0<\/span>\u00a0<\/span><\/p>\n

        In other words, the tentacles of the ERP system impact the entire business. Realistically, without the full support of an executive sponsor, the opportunity for success is slim to none. Identify an executive sponsor before moving to Step 2 of the\u00a0Project Needs Analysis.<\/span>\u00a0<\/span>[\/vc_column_text][vc_custom_heading text=”Step 2 \u2013 Generate a Return on Investment (ROI) Model” font_container=”tag:h3|text_align:left” use_theme_fonts=”yes”][vc_single_image image=”2772″ img_size=”1110×500″][vc_column_text]It\u2019s important to outline the financial specifics for the impending project. The ROI model \u201cmakes the case\u201d for the project\u00a0by accomplishing two things:<\/span>\u00a0<\/span><\/p>\n

        First, it provides clear justification to your executive sponsor and the organization\u2019s leadership about why the funding for the initiative is needed. It also substantiates how the funding for this project will benefit the organization.<\/span>\u00a0<\/span><\/p>\n

        Second, it validates\u00a0whether\u00a0the initiative or project is worth the effort.\u00a0This is because it\u00a0specifies how the\u00a0costs associated\u00a0with your project\u00a0will achieve a specific return. Cost schedule, capital investment, and staffing requirements are all factored into the ROI model.<\/span>\u00a0<\/span><\/p>\n

        Interested in learning more about ROI models? Check out this article on the 3<\/a> Ways to Measure the Impact of Process Improvement Efforts<\/a>!<\/em>[\/vc_column_text][vc_custom_heading text=”Step 3 \u2013 Identify the Necessary Workstreams” font_container=”tag:h3|text_align:left” use_theme_fonts=”yes”][vc_column_text]As part of the\u00a0Project Needs Analysis, it\u2019s imperative to think through every department\u00a0and workstream that will have a role in the project\u2019s implementation. It is also critical to\u00a0identify which teams\u00a0will be impacted by the project, even if they\u2019re not directly involved in the implementation.\u00a0This is the stage where organizational silos must come down.\u00a0<\/span>\u00a0<\/span><\/p>\n

        The identification and documentation of\u00a0affected\u00a0workstreams ensures\u00a0transparency and team engagement. Fostering transparency and engagement will ultimately\u00a0lead to the success of the project.\u00a0<\/span>\u00a0<\/span><\/p>\n

        And don\u2019t forget:\u00a0workstreams\u00a0often\u00a0exist outside the organization with vendors, contractors, and other organizations.\u00a0Make\u00a0sure to take these parties into consideration during your Project Needs Analysis.\u00a0<\/span>\u00a0<\/span><\/p>\n

        Unfortunately, all too often,\u00a0project leaders do not think through every possible scenario of who and what workstreams will have connectivity to the project.\u00a0<\/span>\u00a0<\/span><\/p>\n

        In order to\u00a0create buy-in, build communication channels,\u00a0and\u00a0increase project support,\u00a0you\u00a0must\u00a0thoroughly investigate every workstream. This effort sets\u00a0you\u00a0up for the next step \u2013 Interview each of the workstream leaders.<\/span>\u00a0<\/span>[\/vc_column_text][vc_custom_heading text=”Step 4 \u2013 Interview each of the Workstream Leaders” font_container=”tag:h3|text_align:left” use_theme_fonts=”yes”][vc_single_image image=”3823″ img_size=”1110×500″][vc_column_text]Based on the workstreams that are connected to the initiative, schedule individual interviews with the workstream leaders. During the interviews, it is imperative to capture some of the pinch points the individual teams are experiencing and assess how this initiative can and will impact that team.\u00a0<\/span>\u00a0<\/span><\/p>\n

        This communication will make it easier to provide the framework for the project, how it will impact each respective team,\u00a0and what will be the executable tasks during the actual initiative or project.\u00a0<\/span><\/p>\n

        In addition, these conversations will help you gain a better understanding of the problem at hand. This knowledge is key because, if you do not thoroughly understand the problem you want to fix, then your solution will fall short. You’d be surprised at how often we see this mistake happen. In fact, this is one of the Top 4 Missteps Leaders Make When Improving Business Processes<\/em><\/a>!\u00a0\u00a0<\/span><\/p>\n

        In sum, establishing open communications with the workstream leaders will ensure information flows throughout workstream teams, resulting in informed and engaged team members.<\/span> It will also clarify your teams’ current needs and challenges.\u00a0<\/span>[\/vc_column_text][vc_custom_heading text=”Step 5 \u2013 Meet with the Teams” font_container=”tag:h3|text_align:left” use_theme_fonts=”yes”][vc_column_text]Schedule and hold formal group meetings with each team to discuss the initiative or project. It is important to engage every individual, at every level of the organization.\u00a0<\/span>\u00a0<\/span><\/p>\n

        No successful project or initiative is done in a vacuum\u2013it takes people who are informed. Why? Employees who are informed about company initiatives understand how the project will impact them. And, most importantly, they get\u00a0how they can assist in the execution of the project.\u00a0<\/span>\u00a0<\/span><\/p>\n

        During the meeting,\u00a0explain the project goals and objectives. Allow for questions and healthy dialogue. These meetings are great opportunities\u00a0to\u00a0let\u00a0people \u201cvent\u201d about pain points\u00a0in their own workflows.<\/span>\u00a0<\/span><\/p>\n

        Engagement, communications and encouraging feedback elicits trust. The sooner you can build trust among team members and across workstreams, the easier the implementation.<\/span>\u00a0<\/span><\/p>\n

        Communication is a powerful tool, particularly during times of organizational change. Interested in learning more about how\u00a0to\u00a0use communication to\u00a0manage change and\u00a0lead\u00a0initiatives? <\/span><\/p>\n

        Check out this article:\u00a0Lead Through Change By Harnessing the Power of Communication<\/a>!\u00a0\u00a0<\/em>[\/vc_column_text][vc_custom_heading text=”Step 6 \u2013 Create a Master Schedule of the Gathered Information” font_container=”tag:h3|text_align:left” use_theme_fonts=”yes”][vc_column_text]Once all information for the project has been gathered, it is critical to compile it in a manner that allocates all components in a schedule and\u00a0distributes accountability across involves parties.\u00a0<\/span>\u00a0<\/span><\/p>\n

        This document should be held in a central\u00a0location, electronically. It should\u00a0also\u00a0be plotted and visible in the main meeting areas of the team.\u00a0<\/span>\u00a0<\/span><\/p>\n

        This is not just for the sake of\u00a0maintaining\u00a0<\/span>effective document management<\/span><\/a>.\u00a0This step\u00a0also builds an\u00a0internal communications campaign around the initiative. It\u00a0fosters\u00a0synergy and curiosity around the improvement opportunity.<\/span>\u00a0<\/span>[\/vc_column_text][vc_custom_heading text=”Step 7 \u2013 Schedule and Perform a Pre-executive Report-out” font_container=”tag:h3|text_align:left” use_theme_fonts=”yes”][vc_single_image image=”2775″ img_size=”1110×500″][vc_column_text]The pre-executive report-out is the last stage of the\u00a0Project Needs Analysis. It is critical to ensure complete executive approval\u00a0before moving\u00a0forward.\u00a0<\/span>\u00a0<\/span><\/p>\n

        This is the opportunity for everyone to objectively agree to move forward with the initiative. Not only do they have to agree with the\u00a0initiative as a whole, but\u00a0they must be fully on-board with the designated roles, responsibilities, and accountability measures for involved parties.\u00a0<\/span>\u00a0<\/span><\/p>\n

        Following the report-out, you are now in a good position to move forward in executing the project.<\/span>\u00a0<\/span>[\/vc_column_text][vc_custom_heading text=”Contact RTG Solutions Group Today!” font_container=”tag:h3|text_align:left” use_theme_fonts=”yes”][vc_column_text css=”.vc_custom_1624879517059{margin-bottom: 20px !important;}”]The 7 steps of the Project Needs Analysis will provide a solid foundation for executing a successful project.<\/span> Whether you’re rolling out new software, trying to improve process efficiency<\/a>, or leading a departmental initiative, following these steps will ensure your project is a winner.\u00a0<\/span><\/p>\n

        Do you have a new project or initiative that you are rolling out in your organization?\u00a0To learn more\u00a0about how to conduct a\u00a0Project\u00a0Needs Analysis,\u00a0<\/span>contact us<\/span><\/a>\u00a0today!\u00a0<\/span>\u00a0<\/span>[\/vc_column_text][\/vc_column][vc_column width=”1\/4″ offset=”vc_hidden-sm vc_hidden-xs”][stm_sidebar sidebar=”2781″][\/vc_column][\/vc_row][vc_row full_width=”stretch_row” el_class=”third_bg_color” css=”.vc_custom_1566094721980{margin-bottom: -60px !important;background-color: #308c36 !important;}”][vc_column][vc_cta h2=”Do you have questions or need help in your organization?” h2_font_container=”font_size:20px|color:%23ffffff|line_height:24px” h2_use_theme_fonts=”yes” shape=”square” style=”custom” add_button=”right” btn_title=”Call Us Today!” btn_style=”outline” btn_color=”white” btn_align=”right” btn_i_align=”right” btn_i_icon_fontawesome=”stm-phone6″ use_custom_fonts_h2=”true” btn_button_block=”true” btn_add_icon=”true” el_class=”third_bg_color” css=”.vc_custom_1567019636650{margin-bottom: 0px !important;}” custom_background=”#308c36″ custom_text=”#ffffff” btn_link=”url:https%3A%2F%2Fwww.rtgsolutionsgroup.com%2Fcontact-us%2F|title:Contact%20Us|target:%20_blank|”][\/vc_cta][\/vc_column][\/vc_row][vc_row][vc_column][\/vc_column][\/vc_row]\n<\/section>","protected":false},"excerpt":{"rendered":"

        Says Morgan Fraud, the author of The Thinking Corporation, \u201cGiven that we are all capable of contributing new ideas, the question becomes how do you successfully generate, capture, process and implement ideas?\u201d Becoming an organization capable of answering this question can benefit in a number of ways<\/p>\n","protected":false},"author":1,"featured_media":1816,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[87],"tags":[],"yoast_head":"\n7 Steps to Execute a Project Needs Analysis - RTG Solutions Group<\/title>\n<meta name=\"description\" content=\"Do you have plans to implement a new system or kick-off a major project within your business? 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