Defining Project Requirements

Methods of Collections

There are several different methods you can use to conduct your detective work and collect a project’s requirements. Review five methods for collecting requirements below:

interviews. You can interview a client or key stakeholder one-on-one. The interview can take place in person, over the phone, or by using a video chat service like Skype, Zoom, or Google Hangouts;
workshops. Or, you might consider holding a workshop. A workshop is ideal for projects with multiple key stakeholders—especially if those stakeholders work in different departments and have different needs. You can bring together all of the voices on a project and reconcile differences;
focus groups. You might also consider conducting a focus group if your project will deliver a product or service to customers. Focus groups involve gathering current or prospective customers and asking about their needs and preferences before starting work on the project. Or, you might bring a prototype of a product to get early feedback;
online surveys. Online surveys or questionnaires are other options for collecting requirements. They’re ideal for reaching a large number of customers and improving the accuracy of your results;
observation. Finally, you might use observation to improve an existing product. This process involves observing how a customer currently uses the product or performs a task. You can use this method to learn more about how a product is used and brainstorm new requirements for improving it.

Examples of Questions to Ask

No matter how you decide to collect your project requirements, remember that your conversations and questions are exploratory. Ask open-ended questions that allow the customer or client to expand on their needs or expectations. Ask the right questions to get the information you need.

You can use the following sample questions to help you get started. Use them to inspire your own questions, which should be tailored to the project and stakeholder.

Sample Questions for Clients

	Questions
[ ]	What problem does X solve?
[ ]	How might the project fail? What would failure look like?
[ ]	What does X need to do?
[ ]	Why do you need X?
[ ]	What if …?
[ ]	What are the steps involved in X? What happens first, second, third, and so on?
[ ]	Why do you need X?

Sample Questions for Customers

	Questions
[ ]	What does the solution look like?
[ ]	How will this be used?
[ ]	What do you like most about X?
[ ]	What do you like least about X?
[ ]	What are you looking for in X?
[ ]	How do you typically use X?

How would you create a list of everything you expect the project needs?

Select the correct answer

Set up a meeting with the client to explore the project needs together. -> Great idea! By talking to the client directly, I can ask questions to better understand their needs.

Have an Open Discussion -> Great approach! An open discussion will help you get to know the client's needs and manage expectations and set priorities effectively.

Ask the client to create a requirements document. -> Received a list of requirements from the clients that’s way too long and unrealistic for the budget and timeline. While you need to consult your client about a project’s requirements, you are ultimately responsible for defining and documenting the requirements that you and your client have agreed on.

Everything was clear?

Thanks for your feedback!

Section 2. Chapter 2