User requirements. They are a critical component of every project. Getting them right from the beginning can mean the difference between delivery of a well-adopted project and a flop.
There are several guides and methods for gathering user requirements. And even with these useful instructions, issues with user requirements are often the cause of project obstacles.
Why is this?
I have a few theories. And some tips to help you gather user requirements successfully for your project. But first, let’s start by going back to basics – what are user requirements and who is responsible for them on the project team?
What are User Requirements?
User requirements are a set of requirements designed to ensure each component of the project scope is delivered to the needs of the end user.
This is really important to understand. Because when requirements are not directly fulfilling the project’s scope, we open the doors to issues like scope creep, stakeholder conflict, and a derailment of our project commitments.
Who provides the User Requirements for a project?
Although this may seem obvious, user requirements should be provided by the person or people who will be using the process, tool, or function that the project is delivering.
Determining the most appropriate user(s) is the key to succeeding at the requirements gathering phase, and effectively meeting the project scope.
Potential user requirements candidates include anyone who will contribute the following information to the scope item you will deliver:
What goes wrong with User Requirements and Why
There are some common issues I see regularly, which contribute to user requirements failing to contribute to a positive project outcome.
These include:
But there are ways you can setup your user requirements gathering process for success.
The Questions You Should Ask Your User To Improve Your Odds of Success
Gathering User Requirements for Your Project
Often users will provide you a list of their requirements which is always valuable. However, their list of requirements can go so deep, they sometimes take for granted what’s involved and the steps needed to deliver.
The best and most reliable way to draw accurate requirements is to help your users to create a process map of what they do.
And it is the project team member’s job to question everything. It’s really important to make NO assumptions here. Clarity is your best friend in succeeding at gathering requirements.
Creating a user process map
When you’re working with your users to create a process map, you should be asking the following questions:
The more detailed you can be about the process map, the better you’ll be able to understand the user requirements (and what may or may not be possible within the scope of the project).
Other Tips for Successfully Gathering User Requirements
It’s important to remember that your users will have other priorities and while this project may be important to them, they will not always be available exactly when you need them.
With this in mind, it is best to find out upfront any times that your users will not be available. This may include leave time, end of month busy periods, public holidays, and any other times that may see your needs as their last priority.
Overlay your user’s availability with the times you need them and agree (in writing) on the most suitable time/s. It is also good manners to give your users some indication of how much of their time you will need and what you will need them to do.
Once you have confirmed that your users will also be conducting testing, it’s important to decide if you expect or need testing to be done with the delivery team (or at least a representative) or if they will be testing alone. If they are testing alone, are they equipped to do so? Consider if they have the necessary access, equipment, time, and understanding of what to do.
Other Tips for Successfully Gathering User Requirements
Now that you know some of the pitfalls and processes around gathering user requirements, what changes will you make to ensure they set your project up for success?
You only benefit from learning if you implement it. And I encourage you to take at least one thing you’ve learned here and implement it in your User Requirements process for your current, or next project.
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