Guide To Staging Walk-Throughs For Backend Tool Teams

Have you ever wondered how backend teams can better understand the front-end tools they support? Or how to bridge the gap between backend development and the user experience? This article dives into facilitating staging walk-throughs with backend tool teams, focusing on the Department of Veterans Affairs' (VA) initiatives. We'll explore why these walk-throughs are crucial, how to conduct them effectively, and the benefits they bring to both the development teams and the end-users.

Why Staging Walk-Throughs Matter

In the realm of software development, it's easy for teams to become siloed, each focusing on their specific area of expertise. Backend teams, for instance, might be deeply involved in data management and server-side logic, while front-end teams handle the user interface and user experience. However, a disconnect between these teams can lead to misunderstandings, inefficiencies, and ultimately, a less-than-ideal product.

Staging walk-throughs serve as a bridge, allowing backend teams to gain first-hand experience with the tools they're building. By exploring the staging environment, backend developers can see how their work translates into the user's experience, identify potential pain points, and develop a more holistic understanding of the product. This understanding is vital for several reasons:

1. Improved Context: Understanding how users interact with the front-end provides backend teams with crucial context. This context helps them make better decisions about data structures, API design, and overall system architecture. When you know how your work impacts the end user, your solutions become more targeted and effective.
2. Enhanced Collaboration: Walk-throughs foster collaboration between backend and front-end teams. By sharing insights and perspectives, teams can identify and address issues more effectively. This collaborative environment leads to better communication and a stronger sense of shared ownership.
3. Early Issue Detection: Identifying issues early in the development process is crucial. Staging walk-throughs allow backend teams to spot potential problems before they reach production, saving time and resources. It’s always better to catch a bug in staging than to have a user encounter it in the live environment. This proactive approach significantly reduces the risk of major disruptions and costly fixes later on.
4. User-Centric Development: By experiencing the user's perspective, backend teams can develop a greater sense of empathy for the end-user. This empathy translates into more user-centric development practices, ensuring that the tools are not only functional but also intuitive and user-friendly. A user-centric approach leads to higher user satisfaction and adoption rates.
5. Better Problem Solving: When backend teams have a clear understanding of the user journey and the front-end interface, they are better equipped to troubleshoot issues and provide effective solutions. They can anticipate potential problems and proactively address them, leading to a more stable and reliable system.

Facilitating Effective Staging Walk-Throughs

Now that we understand the importance of staging walk-throughs, let's delve into how to facilitate them effectively. Drawing from the VA's initiative, here's a step-by-step guide:

1. Planning the Walk-Through

The first step is to plan the walk-through meticulously. This involves defining the scope, objectives, and agenda for the session. Consider what specific areas of the health portal you want the backend teams to focus on and what key functionalities they should explore. Start by setting clear goals for what you want the teams to achieve during the session. Are you aiming for them to understand a specific workflow, identify pain points, or learn about the overall user experience? Having defined goals will keep the session focused and productive.

Work closely with product managers to understand the priorities and concerns of the backend teams. Product managers like Lauren Cutrell, Sydney Mandap, and Greg Broz (as mentioned in the VA's initiative) can provide valuable insights into the team's current projects and challenges. Their involvement ensures that the walk-through addresses the most relevant issues and aligns with the team's goals. A well-planned walk-through sets the stage for a successful and informative session.

2. Scheduling Sessions

Coordination is key when scheduling walk-through sessions. Work with the product managers to find times that work for their respective teams. Aim for small group sessions to ensure everyone has an opportunity to participate and ask questions. Smaller groups encourage more active participation and allow for a more personalized experience. Consider scheduling multiple sessions to accommodate different team members' schedules and preferences. This flexibility ensures that everyone has the chance to attend and benefit from the walk-through.

3. Providing Resources

Before the walk-through, ensure that backend teams have access to all necessary resources. This includes links to the staging environment, test user credentials, and any relevant documentation. Providing these resources upfront allows team members to familiarize themselves with the environment and prepare any questions they may have. Make it easy for them to log in, navigate the system, and explore its features. Clear instructions and easy access to resources will make the walk-through smoother and more efficient.

4. Facilitating the Session

The heart of the process is the facilitation of the walk-through session itself. Here’s a loose agenda you can adapt:

How do people access the health portal?

Start by providing an overview of how users access the health portal. Walk the backend team through the steps a user would take to log in and navigate to the relevant section of the tool. This initial overview sets the stage for a deeper dive into specific functionalities. By understanding the access process, the team can better appreciate the user’s initial experience and identify potential areas for improvement. A clear understanding of the access process is crucial for contextualizing the rest of the walk-through.

What does your health tool look like, and how do people use it?

Provide a visual tour of the health tool. Highlight the key features and functionalities, and explain how users interact with them. Use real-world examples and scenarios to illustrate the tool’s capabilities. This visual walkthrough helps backend team members connect the technical aspects of their work with the user interface. By seeing the tool in action, they can better understand the impact of their code on the user experience. Highlighting the tool's capabilities in a practical context makes the walk-through more engaging and informative.

What main things are people coming there to do?

Discuss the primary tasks users perform within the health tool. Are they scheduling appointments, refilling prescriptions, or accessing their medical records? Understanding the user’s goals is crucial for backend teams to prioritize their work effectively. Emphasize the importance of each task and how the backend supports these functionalities. By focusing on the user's objectives, the team can align their efforts with the most critical needs of the users. This alignment ensures that the tool is not only functional but also meets the real-world needs of its users.

What pain points do they have today? What are we doing about those pain points?

Address the pain points users experience while using the tool. Discuss any known issues or areas for improvement. Explain how the team is actively working to address these pain points. This open discussion fosters a culture of continuous improvement and encourages the team to think critically about the user experience. Identifying and addressing pain points demonstrates a commitment to user satisfaction and drives meaningful enhancements to the tool. This proactive approach leads to a better user experience and increased user adoption.

What test users to sign in with when you want to sign in and look at things again

Provide backend team members with test user credentials so they can log in and explore the tool on their own. Encourage them to experiment with different features and scenarios. Hands-on experience is invaluable for solidifying understanding and identifying potential issues. By providing test credentials, you empower the team to independently investigate the tool and gain a deeper understanding of its functionalities. This independent exploration complements the facilitated walk-through and fosters a sense of ownership.

Differences between VistA and OH data if you have questions on this

Explain any differences between the data in VistA and OH (if applicable). This is particularly important for backend teams who work with data integration and migration. Clarifying these differences helps prevent misunderstandings and ensures data accuracy. Provide clear explanations and examples to illustrate the nuances of each system. Understanding the data landscape is crucial for ensuring the integrity and reliability of the tool. This knowledge empowers the team to make informed decisions and develop robust data solutions.

5. Following Up

After the walk-through, follow up with the teams to address any questions or concerns. Encourage them to share their feedback and suggestions. This ongoing communication loop is essential for continuous improvement. Create a forum (such as a Slack channel, as mentioned in the VA’s notes) where team members can ask questions and share insights. This ensures that the learning process continues beyond the initial session and fosters a collaborative environment. Addressing questions promptly and incorporating feedback demonstrates a commitment to the team’s understanding and engagement. This follow-up reinforces the value of the walk-through and encourages ongoing learning.

Key Outcomes and Acceptance Criteria

To ensure the staging walk-throughs are successful, it’s important to define clear acceptance criteria. Here are some key outcomes to aim for:

• All backend teams have had a facilitated session to look at the health tools in staging: This ensures that all relevant teams have the opportunity to participate and benefit from the walk-through.
• Teams understand what the tools look like, how they are used, and primary user pain points that teams are working to address: This demonstrates that the walk-through has effectively conveyed the necessary information and context.
• They have test user credential information if they need to sign-in again: This empowers teams to continue exploring the tools and reinforces their understanding.

Benefits of Staging Walk-Throughs

Implementing staging walk-throughs offers numerous benefits:

• Improved Understanding: Backend teams gain a better understanding of the front-end tools, user workflows, and pain points.
• Enhanced Collaboration: Walk-throughs foster collaboration and communication between backend and front-end teams.
• User-Centric Development: Teams develop a greater sense of empathy for the end-users, leading to more user-centric development practices.
• Early Issue Detection: Potential issues are identified early in the development process, saving time and resources.
• Better Problem Solving: Backend teams are better equipped to troubleshoot issues and provide effective solutions.

In Conclusion

Facilitating staging walk-throughs with backend tool teams is a valuable practice that bridges the gap between development and user experience. By providing backend teams with first-hand exposure to the front-end tools they support, organizations can foster collaboration, improve understanding, and drive user-centric development. So, whether you're working in the VA or any other organization, consider implementing staging walk-throughs to enhance your development process and create better products for your users. Guys, let's make our tools not just functional, but truly user-friendly and impactful! Embrace this approach, and you'll see a significant improvement in your team's performance and the quality of your products. These walk-throughs are a small investment that yields a massive return, creating a win-win scenario for everyone involved.