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  • Writer's pictureWayne Mask

Building Efficient Systems with 'Desired End States' and 'Use Cases'

Designing cross-departmental processes and projects requires a clear vision and a structured approach. At SEAD, we've found great success in using 'Desired End States' and 'Use Cases' as foundational elements for planning. Coupled with the 'crawl, walk, run' model, this approach ensures systems are not just created, but also refined and optimized over time.

Understanding the Approach

Desired End States: This is about envisioning the ideal outcome of a project or process. It's the target we aim for, guiding every decision and step in the project.

Use Cases: These are practical scenarios depicting how the end solution will be used. Use cases bring the 'Desired End State' to life, showing its impact in real-world applications.

The 'Crawl, Walk, Run' Model: This model is integral to our approach. 'Crawl' is about getting the system working – the initial setup. 'Walk' involves refining the system, making adjustments based on initial feedback. 'Run' is the final phase, where the system is optimized and functioning at its best.

Practical Applications:

Project Title: Automate Employee Onboarding

Crawl: Setting Up the Basics The task begins with the basic integration of Ironclad, our contract management tool, with BambooHR, our HR management system. The desired end state is for new employees to be automatically added to BambooHR once their Ironclad agreement is completed.

In the crawl phase, we focus on establishing a direct link between Ironclad and BambooHR. This may involve basic automation scripts or third-party integration tools.

Walk: Refining the Process Once the basic integration is functional, we enter the walk phase. Here, we refine the process based on initial feedback. This might involve streamlining the data flow, ensuring all relevant employee information is correctly transferred, or adding error-checking mechanisms.

A use case in this phase is: "As a member of the people team, I am now relieved from the repetitive task of manually creating employee profiles in BambooHR."

Run: Achieving Optimal Efficiency In the run phase, our focus shifts to optimization. This is where we fine-tune the system for speed, reliability, and flexibility. We may introduce advanced features like conditional triggers based on different types of employee agreements or enhanced data security measures.

The Results

The 'Desired End State' and 'Use Case' approach, combined with the 'crawl, walk, run' model, allows us to build systems that are not just functional but also efficient and user-friendly. At SEAD, we don't just implement systems; we ensure they evolve and grow with your startup, maximizing their value and impact.

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