Everything you need to know about requirements gathering in project management

Everything you need to know about requirements gathering in project management. You and your team decide to buy a treat for one of your team members’ birthday and you are responsible for choosing this treatment.

After a bit of searching, you settled on a delicious tin of cookies and bought it. But now, someone has said that your team member doesn’t eat gluten. You came back to the first house. Now you order a delicious gluten-free chocolate cake. But you realize that that member of your team doesn’t like chocolate; He prefers carrot cake.

It started again. You must order another dish. Do you get frustrated (and eat all those extra treats out of stress)? We don’t blame you. This is one of many examples of requirements gathering not being done effectively.

What are the requirements gathering in project management?

Requirements gathering is the process of determining what your projects need and what needs to be created to make it happen.

What are the requirements gathering in project management
What are the requirements gathering in project management

You’re probably familiar with the fact that everyone has their own assumptions about what a project should include. Through requirements gathering, you gather insights from project stakeholders to gain an adequate understanding of how a project will work—before work begins.

Project requirements are generally divided into two categories:

  • Business requirements: What the project should do. These are also called “functional requirements”.
  • Technical Requirements: How your project meets business requirements. These items are also called “non-functional requirements”.

Let’s clarify the issue with a work-related example. Imagine your team is responsible for creating a new job application portal for your company. Through the requirements gathering process, you communicate with various stakeholders—the leadership team, the HR team, etc.—to understand everything your program portal should include:

  • Business Requirements: Candidates can apply for positions directly through the portal.
  • Technical requirements: Immediately after receiving the application, a confirmation email will be sent to the candidate.

Think of requirements gathering as an opportunity to bring together all the different pieces so that your final project not only meets but exceeds expectations.

Why is requirement gathering important?

Gathering and analyzing requirements may seem like an unnecessary formality, especially when you and your team are eager to get the project started early.

However, addressing the needs of a project is an important step for several reasons. When you don’t take the time to understand them, the following things happen:

  • Projects will be weaker than expected: if you don’t know what you’re working on, it’s very hard to achieve. 47% of unmet project goals are related to poor requirements management.
  • Scope creep becomes a problem: When you know the project requirements, you reduce the risk of scope creep during the project process.
  • Rework leads to wasted time: Imagine you are 75% through your job portal project when it suddenly becomes clear that the portal should also have the option to assign pilot projects to candidates. Now you have to go back, redo a lot of the hard work, and incorporate that important feature into the portal. If you knew this requirement in advance, you could fit it into your project schedule and schedule.
  • Team members get frustrated: Confusion, anger, and even resentment can run rampant in your team. When projects miss milestones due to improperly gathered requirements, team members become increasingly discouraged.

Combine all of this and you have the scariest risk of all: project failure. Poor requirements management is one of the main reasons for project failure.

What is the requirements-gathering process?

Gathering project requirements can seem overwhelming, but it doesn’t have to be overly complicated—especially if you break it down into three steps.

Step 1: Requesting needs from stakeholders

Start by identifying the project’s stakeholders and understanding what they think the project should address or include.

For example, maybe the leadership team thinks your career portal should include videos and information about the organization’s culture, and the HR team wants to track every point of contact with an applicant. These are all important things to consider when creating your project plan.

This is one of the most complicated steps in the requirements-gathering process and can be a real pain at times. However, there are various tools you can use to gather this information in a targeted and useful way, including:

  • User stories and understanding user story segmentation techniques
  • Brainstorming sessions
  • Process diagram
  • polls
  • One-on-one sessions
Step 2: Documentation of requirements

Once you have gathered your project requirements, you need to document them in a concise and organized document.

This document ensures accountability and gives everyone a single source of information about your project goals. Don’t worry – we’ll get into what a project requirements document should look like a little later.

Step 3: Verify understanding of requirements

Once your project requirements are documented, don’t assume that everyone has a common understanding of them.

Instead, share those documented requirements with all project stakeholders to ensure everyone is in agreement before the project begins. If something is overlooked or misunderstood, it’s best to know now.

What are the challenges of requirements gathering?

The formula for the requirements-gathering process is relatively simple. However, many teams face obstacles when trying to understand the requirements of a project. These can include (but are not limited to):

Losing focus on the project goal: This is where scope creep comes into play. It’s tempting for people to come up with all kinds of ideas and feature requests, so you need to be mindful of whether they contribute to the overall goal of your project.

Unstructured Gathering Approach: It’s smart to develop a documented approach to requirements gathering. This approach makes the process more manageable for you and more predictable for project stakeholders.

Changing Circumstances: People change their minds. A feature that seems non-negotiable at first may seem unnecessary later on. Also, it’s not just people who are unstable; The conditions are the same. For example, maybe your team was working in the office when you launched the job portal. Now that remote work is the norm, your portal may need different functionality.

The process of gathering requirements is not without problems, but it is still worth your time and effort to ensure that you deliver successful projects.

Best practices for requirements gathering

Let’s talk about a major part of the process: the requirements gathering itself. As we mentioned in the previous section, this can be challenging.

Fortunately, there are a few tips you can use to gather and understand a project’s requirements in an efficient and effective way.

1- Strengthen the purpose of the project

All your project requirements have this in common: they are created in support of the project’s broader purpose. So, make sure you keep this goal in mind every time you discuss requirements.

Based on our job application portal example, what is your main goal for setting up that portal? do you want:

  • Improve the applicant experience?
  • Increase your job application rate.
  • Streamline your internal recruiting processes.
  • Knowing your primary goal gives you the context to know which requirements should be prioritized or postponed.
2- Focus on the right stakeholders

You need to ensure that you communicate with enough people to get a comprehensive view of your project’s needs. But explaining it to everyone can be both overwhelming and confusing.

When it comes to requirements gathering, stay focused on the project’s key stakeholders. Who are the people or teams directly affected by the project? These are the people you need to talk to.

3- Leave enough time

Gathering requirements won’t be a quick task, and it’s probably not a one-time event. Stakeholders remember things they forgot to mention, and you remember questions they forgot to ask.

For this reason, make sure you allow enough time for the requirements-gathering process. This gives you enough space to do a full job without feeling like you’re under pressure.

4- Summarize and confirm your understanding

Assumptions can be dangerous, especially when it comes to project requirements. You might think you know what a stakeholder or team is asking for, but then you realize you’ve been on the wrong track despite spending countless hours on the project.

It never hurts to confirm your understanding. When someone mentions a need, summarize what they shared with you. This is an important element of active listening that is useful in many contexts, including requirements gathering. This quick summary gives them a chance to confirm or correct you on your path before you begin.

Even if you do your best to gather requirements as accurately as possible, surprises and mistakes can still happen. This is why an agile approach (or agile requirements gathering) can be so useful, as it gives you regular intervals to reassess and make any necessary changes.

5- Remember that requirements gathering is an iterative process

Even the most thorough requirements-gathering process misses something along the way, as stakeholders and team members often remember the requirements later. Remember to allow time for continuous requirements gathering and management throughout the project lifecycle. If you use an agile approach, you can start with a high-level understanding of the requirements, prepare the high-priority requirements for the first sprint, and leave the rest in the backlog for the next release session. As you manage your project, don’t be afraid to reevaluate and revalidate requirements.

Important tips for the writing requirements document
Important tips for the writing requirements document
Important tips for the writing requirements document

Project documentation can range from a brief page to lengthy records. In its most basic form, the document you need should include the following:

  • project name
  • The project goal
  • Scope statement
  • Beneficiaries
  • Time schedule
  • Business requirements
  • Technical requirements

But, what else do you need to know to fill it successfully? Here are a few things to keep in mind.

1- Avoid special terms

This document is not just for recording your needs. It should also provide you with tools to manage them effectively. To make it possible, the requirements must be very clear. Avoid specialized terms, acronyms, and other complex expressions, and express things as clearly as possible.

2- Use a formatted template

Creating a template for your required document saves time and ensures that your information is organized and easily digestible. Additionally, it is a predictable framework that stakeholders can be comfortable with, making it easier for them to review and provide feedback.

3. Make sure every requirement is testable

Every time you add a new requirement to your document, ask yourself how it will be verified after completion and include this scenario in the requirement description. This helps everyone reading the document, be it stakeholders, engineers, or other team members, to understand exactly what is required of the requirement and how it contributes to the project in question.

4- Avoid vague terms

Customers or stakeholders may often allow ambiguity to creep into the requirements document to keep it fluid and interpretable. However, this is important to avoid if you want to avoid arguing over the true meaning of the requirements (and the higher costs). Make your definitions clear and leave no room for interpretation errors. Describe exactly what you need, use active (rather than passive) language, and avoid vague or useless adjectives.

5- Invite others to review the document

Speaking of feedback, remember that requirements gathering isn’t something you do alone – there are many people involved in the process. Not only do they play an active role when gathering requirements, but they also need to review them. Share your document with them so they can provide feedback and confirm that everyone understands.


Requirements gathering is an important part of project planning. Whether you’re interviewing stakeholders or conducting other types of research to compile a list of requirements for your project, having project management software that can keep all of your information and seamlessly transition it to the next phase will be of great help. did

Check Also:

The process of collecting requirements in the project

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