1. AskCody Help Center
  2. Implementing AskCody
  3. 2. Plan & Prepare for the implementation of AskCody

Identify and Prioritize Business Scenarios and Processes

Identifying and defining your Business Scenarios is a crucial step in ensuring your organization both realize full value from its investment in AskCody and achieves a smooth adoption.

Business Scenarios cover the ways your people will use AskCody.

Why Business Scenarios are important:

  • With clear Business Scenarios, you can effectively measure success and realize tangible results.
  • Help teams understand how Office 365, Outlook, Exchange and AskCody can help them achieve more and be more productive and efficient throughout the workday.
  • Business Scenarios can help with awareness and readiness activities by putting the platform and different features in context; people will know when and how to use them.
  • Business Scenarios helps driving the implementation to cover the needs of your organization and help the team in charge of implementing the solution, that covers the relevant processes and jobs-to-be-done.

To identify the Business Scenarios, it’s best to involve the people who are involved in the scenarios and processes today, and who is going to drive and support the implementation throughout the organization. You’ll want to run a few workshops inviting the department leads, project managers, IT and other stakeholders who can help brainstorm on how AskCody is going to be used in your organization and what business processes AskCody is going to support going forward.


The following questions are a great starting point to identify your Business Scenarios:

  • What are some of the organization’s challenges relating to meetings today?
  • What are the pains and needs you want to get solved by implementing AskCody?
  • What does the current process look like today to book meetings, meeting services, take care of guests at the front desk, check-in for meetings, etc.?
    • Hint: create a process diagram for the following processes:
      • Meeting room booking
      • Meeting service booking and management (end-to-end for both front end employees and back-office staff)
      • Registering guests and visitors, checking in guests, and managing guests at the reception.
  • What challenges do these processes create? What are the main pains?
  • Why isn’t this particular technology/service/product/situation/issue working for your organization right now?
  • What would the optimal process look like? How should that be achieved – both system-wise but also human wise? What does success look like and how should success in the new process be measured?
  • Are there any changes that need to be adopted for employees or stakeholders to achieve this process, or can it be handled by the system only?

Answering these questions, writing down the answers or drawing swim lane diagrams for the different processes of both as-is and to-be will give you a great understanding of what AskCody should help you achieve and how the system should be configured to help you achieve these goals. When testing the system in Phase 3, we recommend that you test it against the needs and processes you have described in this step, to secure that the system performs and covers the needs of your business.

 


Next step: Build a project timeline with defined milestones