How to talk to an IT specialist so you understand each other?
Most technology problems in companies don't stem from code errors, but from the fact that business and IT sit on two sides of a glass wall. You hear about containers, clouds, and architecture, while you just want the invoice to print without an error on the third floor. This text will help you tear down that wall without arguing about the budget.
The problem of 11 minutes and three different definitions
During a typical meeting at the office at Półwiejska 42, we noticed an interesting thing: the first 11 minutes of a conversation about a new program are usually pure chaos. The owner talks about a 'quick improvement,' and the IT guy thinks about a 'complete database rebuild.' The problem is that the word 'simple' means something different to everyone. For you, simple is what's visible on the screen; for the technician, it's what happens underneath. Because of such misunderstandings, projects that were supposed to take 14 days drag on for 7 weeks, and the budget swells by another 4,300 zlotys.
Instead of asking for a 'modern system,' start by describing a specific action. Say: 'I want the accounting lady to click one button instead of rewriting 12 fields from Excel.' This is the language of facts that an IT specialist can translate into specific man-hours. When we started using this method with one of our transport sector clients, task discussion time was cut by 32% in the first month. (By the way, IT people really appreciate not having to guess what the author meant).
An IT specialist is not a fortune teller. He needs an instruction manual for your problem, not your technological dreams.
Converting megabytes to man-hours
At the Corporate Innovation Embassy, we apply the rule: technology should serve old, proven rules, not overturn them. If your IT department claims you must change your entire work regulations because 'the system doesn't work that way,' it means the system is poorly chosen. Good technology is one that respects the way you've run your business for the last 8 years. Don't get caught by trendy slogans about a 'digital world' if the only effect is that your people will work slower.
Look at it through the prism of money. Every hour an IT specialist spends fixing something that already worked is a cost of around 150-250 zlotys. Last quarter, we helped a Poznań company save 3,800 zlotys a month just because we stopped them from buying an expensive update they didn't need at all. 17 minutes of honest conversation about what actually is the bottleneck in their office was enough. Sometimes the most modern solution is simply fixing what you already have instead of buying something new.
A brief that doesn't bite and has only 3 points
You don't need to know programming to write a good brief. Three specific points are enough: what we are doing now, what annoys us about it, and what should change after implementation. Avoid adjectives. Words like 'fast,' 'pretty,' or 'intuitive' mean nothing to someone writing code. Instead of 'the system should be fast,' write 'the page should load in 2.4 seconds.' This is a concrete detail you can hold the provider accountable for during project acceptance.
Remember process diplomacy. Introducing a new feature is often a change of habits for 47 different people in your company. If the IT specialist gets a clear signal that the technology must harmonize with the current document flow, they won't suggest a revolution that paralyzes the office for 3 days. Set a response time for tickets. In small and medium-sized companies, a realistic response time is usually 4-6 hours on business days. Promises to fix everything in 5 minutes are usually a marketing fairy tale that bursts with the first serious failure.
An effective brief is one that your grandmother and your programmer would understand exactly the same way.
We respect old rules – IT the human way
Many people fear IT because they feel they are losing control over their own business to black boxes and complicated passwords. Our philosophy at the Corporate Innovation Embassy is different: you rule, technology helps. If a process in your company has worked since 2017 and brings in profit, we don't break it. We only oil it. Technology the human way is one that every employee can operate after 15 minutes of training, not just the youngest intern who grew up with a smartphone in their hand.
In summary: communication with IT is not a fight for dominance. It's a business negotiation. You are buying time and peace for your team. Demand deadlines that aren't rounded to full months. Ask about maintenance costs, not just implementation. And above all – don't be afraid to admit you don't understand something. A true expert is one who can explain a server's structure using an analogy to a warehouse with car parts. If your interlocutor hides behind big words, it means they don't quite know how to solve your problem themselves.
