Facilitating Online Technical Discussions

Navigating technical discussions can be a daunting part of a Business Analyst's role, especially when you're the bridge between technical teams and business stakeholders. Over the years, I've honed my approach to make these interactions more productive and less intimidating. Here are some practical tips that have helped me lead successful technical meetings: ✅ Before any meeting, ensure you have a foundational understanding of the technical topics to be discussed. This doesn't mean you need to code, but understanding the terminology and concepts can significantly boost your confidence. ✅ Always go into meetings with a clear agenda. Outline what needs to be discussed and share it with the team beforehand. This helps keep the meeting focused and productive. ✅ Make it clear that questions are welcome, and there's no such thing as a silly question. This not only helps you get clarity but also encourages a more inclusive atmosphere. ✅ Acknowledge the expertise of the technical team. Let them explain their points of view, and facilitate the conversation to ensure that everyone's voice is heard. ✅ Visuals can help bridge the gap between technical details and business processes. Use diagrams or flowcharts to make complex systems understandable at a glance. ✅ After a complex discussion, summarize the key points to ensure everyone is on the same page. Ask for confirmation or clarification to avoid miscommunication. ✅ After each meeting, take some time to reflect on what was discussed and look up any terms or concepts that were unclear. This continuous learning approach will gradually decrease your reliance on others for technical explanations. ✅ Remember, your role is to facilitate the discussion, not to know everything. Guide the conversation with questions that help connect the dots between technical solutions and business outcomes. BA Helpline

I am often asked in my workshops that how can a Functional BA with no technical background communicate effectively with technical team. I remember when I was working on Search Engine Optimization project for a client, I had a tough time understanding how the search engines crawl websites, how the pages are indexed, how the ranking is done, etc. I felt completely lost during technical discussions. But, Here are some strategies that helped me bridge the communication gap: 1. Learn the Basics: While you may not need to become an expert in coding or technical intricacies, having a basic understanding of the technologies and concepts relevant to your project will greatly enhance your ability to communicate with the technical team. Spend some time learning about the technologies being used, common terminology, and the overall architecture of the systems involved. 2. Ask Questions: Don't hesitate to ask questions when you don't understand something. Technical team members are usually happy to explain concepts in simpler terms or provide additional context to help you understand. Asking questions also shows your interest and commitment to understanding their work. 3. Use Visual Aids: Visual aids such as diagrams, flowcharts, or mockups can be incredibly helpful in clarifying requirements and communicating ideas. These can serve as a common language between you and the technical team, making it easier for everyone to understand complex concepts. 4. Seek Clarification: If the technical team uses jargon or terminology that you're unfamiliar with, don't hesitate to ask for clarification. It's important to ensure that everyone is on the same page and speaking the same language. 5. Provide Context: When communicating requirements or discussing issues, provide as much context as possible. Explain the business objectives behind the project, the user needs you're trying to address, and any constraints or limitations that need to be considered. This helps the technical team understand the bigger picture and make informed decisions. 6. Build Relationships: Take the time to build relationships with members of the technical team. Establishing trust and rapport can make communication smoother and more effective. Attend team meetings, participate in discussions, and show appreciation for their expertise and contributions. 7. Use Collaboration Tools: Utilize collaboration tools such as project management software, issue trackers, and communication platforms to facilitate communication and keep everyone on the same page. These tools can streamline communication and provide a centralized place for sharing information and updates. 8. Document Everything: Documenting requirements, decisions, and discussions in a clear and concise manner is essential for effective communication. This ensures that everyone has a reference point and reduces the risk of misunderstandings or miscommunication. IIBA, IIBA Mumbai Chapter,

How I Learned to Command Technical Rooms (Without a CS Degree): 💡I used to think I needed to know every technical detail to be taken seriously. Here's what actually worked instead. As a new PM in tech, every technical meeting felt like being called to the blackboard in math class. Until I figured this out: Technical confidence isn't about knowing everything—it's about using what you do know. --- The Common Traps I Fell Into: ↳ Nodding along when I didn't understand ↳ Avoiding "dumb questions" by staying quiet ↳ Memorizing jargon without context ↳ Pretending I knew more than I did And guess what? It only made things worse. --- The Turning Point: Owning My PM Perspective Everything changed when I realized: "Engineers don't need another engineer. They need someone who can translate technical decisions into user value." --- 4 Strategies That Actually Work: 1. Turn "I don't understand" into "Help me understand" ↳ Ask clarifying questions unapologetically ↳ Focus on the user impact ↳ Engineers respect PMs who show genuine curiosity 2. Build Technical Knowledge, but Strategically ↳ Learn one new technical concept per week ↳ Follow key GitHub PRs ↳ Read engineering blogs for context, not for memorization 3. Leverage Your Unique PM Lens ↳ Engineers go deep, you go wide ↳ Connect technical decisions to business outcomes ↳ Bring user perspectives into technical discussions 4. The Pre-Meeting Power Move ↳ Prepare one strategic question that links user needs to technical execution ↳ Set the tone that you're there to add value ↳ Show you think beyond feature requests --- The Result? More productive technical discussions, better decisions, and most importantly—the confidence to lead without pretending to be something you're not. --- Key Takeaway for PMs Your seat at the technical table isn't earned by knowing every line of code. It's earned by bringing unique value to the bridge between users and execution. --- Your Turn: 🤔 How do you maintain confidence in technical discussions? What strategies have worked for you? Share your insights below! 👇 🔄 If this resonated, share it with other PMs who might need this reminder. ⭐ Follow me for more honest conversations about the challenges and growth in product management.

Facilitating online - 5 things we have learned It seems a long time ago since we started working online as a matter of routine, and for most of the people I work with this is a day to day activity. But it is really different from face to face work, and its good not to forget that the online envirnonment needs different considerations. While remote facilitation brings its challenges, we’ve also found great opportunities to grow our skills and create meaningful connections, even through a screen. Here are five key things our team here Matter of Focus have learned: 1️⃣ The fundamentals of facilitation still apply Good facilitation is good facilitation—whether in person or online. We’ve found that many of the same principles work across formats. Rather than assuming some techniques “won’t work” online, we challenge ourselves to adapt them creatively. 2️⃣ Visual tools are game-changers We love using Miro and Zoom Whiteboards to bring ideas to life. Just as a big sticky wall works wonders in a room, these tools help us map out theories of change, move pieces around, and collaborate seamlessly in a digital space. 3️⃣ Shaking up the format boosts engagement Short breakout discussions, 1:1 chats, chat box contributions, and even non-verbal gestures (hello, thumbs-up emoji! 👍) help make online meetings more interactive. Breaking topics into smaller parts encourages participation and makes sessions more dynamic. 4️⃣ Less is more—be realistic with agendas It’s tempting to cram too much into the time available, but we’ve learned that prioritising the essentials leads to better discussions and clearer outcomes. Some conversations are better suited for follow-ups or asynchronous formats. 5️⃣ Breaks matter! Teams fatigue is real. People jump between back-to-back meetings more than ever, so building in short breaks—or at least a moment to pause at the start—helps everyone stay present and engaged. Most people need a break at least once every hour. Online facilitation isn’t just about making do—it’s about making the most of the format. We’re still learning, but these insights have helped us (and our participants!) get more from online sessions. Do you have anything to add? I'd love to hear other ideas.