SW09125 – Customer Engagement: Designing the Room

Once the customer organisation has agreed to use Shared Workspace, the Business Unit should work closely with all stakeholders to establish the purpose of the Room and agree the design.

This is a very important stage as it ensures that the Room reflects the specific requirements of all parties. Business Units will need to determine with stakeholders:

• The Purpose of the Room

The purpose of the Room must be understood and agreed by all stakeholders to ensure that everyone gets the optimum benefits from Shared Workspace.

• The Processes it may influence

Shared Workspace is very versatile and should not be used simply to mirror processes that are already in place. Business Units should consider whether current processes can be changed to improve their business and realise benefits.

• The People who will have access to the Room

It is very important to establish who should have access to the Room and whether there are any restrictions to who can see or edit particular information contained in it.

There is a comprehensive list of questions that Business Units must ask themselves and the customer. These questions guide the Business Unit through the important stage of capturing the Room Purpose

Before attending any design meeting, the Business Unit should scope out the design of a Room that would best suit their purpose. These meetings are more successful where prior thought has been given to the expected end product.

Warning

Under no circumstances must a Room be created where the HMRC information exceeds a RESTRICTED marking SW03150.