How To Use the Requirements Gathering Process (With Template and Example)

Le recueil des exigences est un processus qui consiste à identifier les exigences précises de votre projet, de A à Z. Il est généralement effectué pendant la phase de démarrage du projet, mais la gestion des exigences est un travail continu qui s’étend sur toute la chronologie du projet. Dans cet article, nous reprendrons les grandes lignes du processus de recueil des exigences, puis vous expliquerons pourquoi y accorder le temps nécessaire peut garantir la réussite de vos projets.

7 Steps for Better Requirement Gathering/Elicitation | Template included

What are the types of requirements?

Project requirements vary depending on the type of project or its industry. Projects related to IT or digital products and services often use the requirements gathering process to ensure they meet user demands and needs. While requirements vary, you can typically describe them using the following categories:

What is requirements gathering?

Requirements gathering is a process that involves creating a list of requirements for a project. These requirements represent features, functions or activities that a team must complete to finish a project and achieve its goals. You can determine your project requirements in various ways, often by discussing the projects needs with clients, stakeholders or project team members. Requirements gathering provides guidance throughout the entire project, from initiation to delivery. This guidance allows the team to plan and assign tasks. Meeting these requirements can enable the team to finish the project on time and according to stakeholders expectations.

How to use the requirements gathering process

Understanding the requirements you need to meet to build your projects finished product can help your team create and assign responsibilities and set expectations. Gathering these requirements can also help you determine how you can meet your project goals effectively. You can use the following steps as guidance for conducting the requirements gathering process:

1. Identify stakeholders

A stakeholder represents an individual who has an interest in your projects outcome. You can have internal stakeholders, such as your project team members, along with your organizations employees, management staff and executive leadership. Depending on the project, you may also have external stakeholders, such as customers or investors.

Before gathering requirements, identify the stakeholders who have an interest in or will be affected by your project. These stakeholders have an essential role in developing and discussing your projects requirements to help ensure its success. Throughout the project, you may also need to reach out to stakeholders for support or provide updates on your progress. Here are some examples of key stakeholders for projects:

2. Establish project goals

Before holding requirements-gathering discussions, establish the projects goals and objectives with your team members and stakeholders. Goals typically represent the overarching results you hope to achieve with your project. Meanwhile, objectives typically represent the specific tasks your team members will complete to help achieve the projects overall goals.

Establishing your project goals and objectives can provide a framework that you can use to identify project requirements. For example, a team may have a goal to develop an internal learning platform for its organization. Using that goal, the team can begin generating requirements related to user accessibility, user experience and the platforms features. During your requirements-gathering discussions, you can also use your goals and objectives to assess the necessity of potential requirements. For example, if someone suggests a requirement that you determine does not align with your project goals, you may remove it from the list.

3. Host discussions with stakeholders

Once you have established the projects goals, you can begin discussing its requirements with your stakeholders. Depending on your project, these stakeholders may already have ideas related to business, functional and non-functional requirements they want the finished product to contain. You can also ask specific questions to gain more insights into the stakeholders wants and needs related to the finished product. Again, you can assess the necessity of their responses or ideas by comparing them to your established project goals and objectives.

For example, a project team may work on building a new website for their organization. During discussions with stakeholders, they may identify requirements related to features and capabilities, such as implementing a comment section and buttons that enable visitors to share posts on social media platforms. They may also discuss creative or non-functional requirements, such as the websites appearance and how they want it to perform. Internal stakeholders may also identify technical requirements based on the organizations available resources, such as tools the project team must use to build the website.

4. Compile notes on the project requirements

Take notes throughout every requirements-gathering conversation. Taking notes keeps information organized and helps you avoid missing key details. You can also use your notes to confirm details after your interviews to ensure you have accurate information to share with your project team. When sharing this information with team members, they may provide insights that help you further assess the project requirements because they work on implementing those requirements. For example, they may make suggestions for improvement or identify potential risks and challenges associated with the requirements.

5. Write the requirements document

After discussing and confirming your requirements notes with various stakeholders, you can begin drafting a formal requirements document. You can search online for templates of requirements documents to understand how to organize this information. These documents typically require the following information:

6. Review requirements with team members

Once you have created a draft of your requirements gathering document, you can share it with your team members. Set up a meeting to review and discuss the document and gather feedback about the identified requirements. Encourage questions to ensure everyone clearly understands the stakeholders expectations for the project. Again, your team members will hold responsibility for implementing the requirements, so their opinions are valuable. The goal of this internal review is to develop a final version of the requirements document you can present to your key stakeholders.

7. Develop and assign tasks

Now that your team understands and has agreed on the project requirements, you can begin developing the tasks you need to complete. This step works in combination with your overall project plan. Your project timeline, budget and resources, for example, may affect the tasks your team needs to complete. Similarly, identifying these tasks can help you build or adjust your project timeline.

Once your team establishes the tasks it needs to complete, you can start assigning roles and responsibilities to team members. These individuals may volunteer to take on tasks, or you may assign them based on their area of expertise and specific skills. You can include these assignments in your requirements gathering documentation to ensure everyone knows who handles each requirement. This transparency can help keep team members accountable for completing their tasks. It can also help your team members and stakeholders understand who they need to contact if they have specific questions about a requirement.

8. Present your requirements documentation with stakeholders

Finally, you can present your teams completed requirements document to your key stakeholders. During this meeting, you can go through each of the requirements to ensure they meet the stakeholders needs. Offer participants opportunities to ask questions or voice their opinions, which you can use to make adjustments to the document or clarify information. Share the document with any other stakeholders who cannot attend the meeting to promote transparency and ensure everyone agrees to the project requirements.

Setting up this presentation shows your stakeholders that you value their input and want to ensure your team performs according to their expectations. Because these stakeholders may not work directly on the project, this presentation also ensures that they understand the tasks that will occur during the project and their intended outcomes. It also serves as an opportunity to make last-minute changes before your team starts work.

9. Monitor your progress

The requirements gathering process occurs at the beginning of a project, providing your team with a framework and guidelines. However, this process does not end when you start working on the project. As the project progresses, you may discover that you need to adjust, add or remove requirements. You can host this document in an online format to enable people to access it from anywhere and make changes or suggestions as needed. If you make significant changes to the document or requirements, communicate them to relevant stakeholders to keep them updated on the projects progress.

Requirements gathering template

The requirements gathering documentation may be a standalone document or incorporated into your project plan. You can use the following template as guidance for documenting requirements during the requirements gathering process:

Requirements gathering example

This example uses the above template to document project requirements. You can use it as inspiration for developing requirements for gathering documentation on your next project:


What are the 5 stages of requirement gathering?

The 6-step requirements gathering process
  1. Step 1: Assign roles. The first step in requirements gathering is to assign roles in your project. …
  2. Step 2: Meet with stakeholders. …
  3. Step 3: Gather and document. …
  4. Step 4: List assumptions and requirements. …
  5. Step 5: Get approval. …
  6. Step 6: Monitor progress.

How do you conduct a requirement gathering session?

Requirements Gathering Steps
  • Step 1: Understand Pain Behind The Requirement. …
  • Step 2: Eliminate Language Ambiguity. …
  • Step 3: Identify Corner Cases. …
  • Step 4: Write User Stories. …
  • Step 5: Create a Definition Of “Done”

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