Kick-off.
Interviews.
Show-and-Tell.
Workshops.
All of these are different types of meetings that business analysts must facilitate. And if you're already thinking, "Wait, Show-and-Tell? What's that?" - don't worry, I've got you covered!
In this guide, I’ll walk you through the key types of discovery meetings that Business Analysts conduct with external stakeholders - customers and end-users - so that you can confidently plan, schedule, and facilitate them like a pro.
Let’s dive right in!
Why Discovery Meeting Facilitation Matters for BAs
When I teach business analysts, I always emphasize the importance of meeting facilitation. Why? Because running effective meetings isn’t just about gathering requirements - it’s about positioning yourself as a trusted partner to stakeholders and fostering strong working relationships.
There are many types of meetings in a BA’s world, but today, we’ll focus on four key ones:
Project Kick-off
Show-and-Tell Sessions
Stakeholder Interviews
Workshops
Project Kick-off: Laying the Foundation
A kick-off meeting is often the very first meeting of a project - sometimes formal, sometimes informal. It’s where the team meets the stakeholders for the first time and sets the stage for the project.
Key goals of a kick-off meeting:
✔ Introduce the team and stakeholders
✔ Define project goals, timelines, and outcomes
✔ Establish expectations for communication and collaboration
💡 Pro tip: Always include a slide with photos of your team members (smiling helps!). Instead of just stating your job title, explain your role on the project and the key artifacts or outcomes you’ll be producing.
Want to master kick-offs? Check out the detailed video lesson where I go in-depth explaining what materials to preprare your discovery kick-off. Get your free access here.
Show-and-Tell: Watching Stakeholders in Action
A Show-and-Tell meeting is exactly what it sounds like - stakeholders show us how they work today and tell us about their current tools and processes.
For example, if you’re working on a website redesign, stakeholders might walk you through how they manage products or articles on their current platform. If it's a financial software project, you might ask loan officers to show how they process loan applications - what forms they use, what fields are required, and whether it’s a digital or manual process.
When to use Show-and-Tell meetings:
✔ To observe how users interact with existing technology
✔ To dive deep into technical systems (APIs, data flows)
✔ To understand real-world workflows before designing new ones
Have you used Show-and-Tell sessions in your projects? Let me know in the comments!
Stakeholder Interviews: Personal Insights Matter
Unlike group meetings, interviews are one-on-one conversations where you can gain deeper insights into a stakeholder’s experiences, pain points, and ideas.
Interviews are especially useful when:
✔ You need personal stories, reflections, or pain points
✔ A stakeholder might not feel comfortable speaking up in a group
✔ You want to establish a stronger personal connection
For instance, if you're building a consumer loan website, you’d want to interview both external users (loan applicants) and internal users (credit analysts, customer support reps). This helps you understand the full picture - from the front-end experience to the back-office processes.
💡 Pro tip: People love talking about themselves. Use that to your advantage by making them feel heard and valued!
Workshops: Group Brainpower at Its Best
A workshop is where the magic happens when you bring together multiple stakeholders to brainstorm, prioritize, and define solutions.
Imagine gathering experts from lending, customer support, IT, and accounting - all in one room, focused on solving a key problem. 🚀 That’s the power of workshops!
When should you run a workshop?
✔ When defining future workflows (to-be processes)
✔ When reviewing multiple design options
✔ When identifying dependencies across teams
✔ When prioritizing requirements with stakeholders
However, workshops require careful facilitation. If you’re not prepared, you risk wasting everyone’s time - which is the last thing you want.
💡 Pro tip: Before the workshop, conduct preliminary research, including Show-and-Tell sessions and stakeholder interviews. This ensures you bring valuable insights to the table and focus on the right topics.
Universal Tips for Running Great Discovery Meetings for Business Analysts
No matter what type of meeting you’re leading, these golden rules always apply:
✔ Define the meeting’s purpose upfront
✔ Structure the agenda and stick to time limits
✔ Engage in active listening and encourage participation
✔ Take meeting notes and document key decisions
✔ Clearly define next steps before wrapping up
If you want an in-depth guide on how to run meetings like a pro, check out the detailed article - Up Your Meetings: 5 Habits for Business Analysts''!
🎁 My Gift: Grab Your Business Analyst Discovery Checklist!
Before you go, I have a free Discovery Checklist that will help you plan and facilitate better meetings. It includes key concepts for requirements elicitation and best practices for running successful meetings. Get your free copy here.
What’s Your Take?
Which type of meeting do you find the most useful? Do you have a go-to technique for running effective workshops or interviews?
Drop your thoughts in the comments - I’d love to hear your experiences!
Sergey
Comments