Gathering Resources

This SOP outlines the protocols and guidelines for Business Analysts (BAs) at LowCode Agency to effectively gather necessary resources from clients, ensuring that project timelines are adhered to and that all required inputs are obtained in a timely manner.

Overview

Gathering resources is crucial for the successful completion of projects. Resources include licenses, design assets, documents, and client input. This SOP provides rules and protocols to guide BAs in gathering these resources effectively.

General Guidelines

Follow-ups: Adhere to the follow-ups SOP for consistent communication.
Documentation: Document each resource request in Plutio, ensuring all tasks have an assignee and due date.
Communication: Clearly communicate the importance of resources and their impact on project timelines to clients.

Rules/Protocols

During Calls:

Immediate Request: Ask for the required files/data to be sent live during the call.
Follow-up Tasks: If the resources cannot be provided immediately, create a follow-up task in Plutio and send action items.

Example Statements to Commit Clients:

"We have set the due date for {date}, can you commit to having it by then?"
"When can we expect this to be completed?"
"This is crucial for us to stick to the deadlines of the entire project."

Types of Resources:

Licenses: Ensure all necessary software licenses are obtained.
Design Assets: Collect all design-related assets from the client.
Documents: Gather any important documents that are required for the project.
Client Input: Obtain responses and inputs from the client to prevent project blocks.

Task Management:

Create a separate task for each resource in Plutio.
Assign the task to a specific person and set a due date.
Provide clear instructions and context for each resource request.

Importance of Resources

Impact on Timeline:

Resources are critical for maintaining project timelines. Delays in obtaining resources can push back the entire project schedule.

Role of Instructions:

Clear instructions are essential when requesting resources to ensure the client understands what is needed and why.
Proper instructions help avoid confusion and expedite the gathering process.

New Resource/No Template:

Find a Guide: Look for a guide on the internet if you encounter a new resource request without an existing template.
Consult the Dev Team: Ask the development team for specific instructions if needed.

Shadowing the Follow-ups SOP

Utilize the protocols from the follow-ups SOP to ensure consistent and effective communication with clients regarding resource requests.
Regularly update and track follow-up tasks in Plutio to maintain accountability and transparency.