Run book 2 of 5
Engage the business
The assessment succeeds or fails on business participation. This run book is the handshake: a short intent email, a real confirmation, and a prepared portfolio before anyone books a meeting.
1 Send the Intent-to-Meet email The business unit's leadership knows the assessment is coming and has been asked to confirm interest — no logistics yet.
A senior IT contact — not the analyst running setup
- Identify the unit's executive sponsor and a working-level contact.
- Send a short email — under 200 words — that names the assessment process, names the outcome, and asks the unit to confirm it's ready to participate. The Intent-to-Meet Email Template in the Workshop Kit is exactly this.
- Do not attach materials, propose dates, or include links. This email is intent, not logistics.
Done when: The email has gone to every business unit in this cycle.
Resist the urge to bundle everything into one email. The handshake is intentional — it signals partnership, not a top-down rollout.
2 Wait for confirmation Each unit has confirmed it's ready — the trigger for everything that follows.
IT tracks; the business responds
- Track which units have responded and follow up gently with the quiet ones.
- Don't begin setup for a unit that hasn't confirmed — preparing for a unit that doesn't engage is wasted work.
Done when: Every unit in the cycle has confirmed.
Slow responders are normal. Patience here is correct.
3 Prepare the unit's portfolio and materials The unit's applications are grouped and current in GetInSync, and their pre-reading is in their hands.
IT analyst · 30-60 minutes per business unit
- In GetInSync, create or confirm a portfolio for the unit and make sure its applications are assigned to it — this is the scope the workshop will score.
- Confirm the application list is complete and reasonably current; surface gaps now, not in the workshop.
- Send the unit's stakeholders their materials by email or shared drive: the Application Assessment One-Pager, the Business Factors Questions handout, and How to Spot a Business Application (all in the Workshop Kit).
Done when: The unit's portfolio is populated, the list is confirmed, and the materials are with their stakeholders.
On the Enterprise plan, workspaces can also share applications with each other (Publish Apps to Groups / Browse Shared Apps) — useful when a central IT workspace curates apps that unit workspaces subscribe to. For a first assessment cycle, a portfolio per unit is all you need.
Take the kit with you
The Workshop Kit bundles every handout in this guide — question sets, email templates, the one-pager, and printable run books — plus the full playbook.