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10 methods gather project requirements

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An overview of 10 different techniques that you can use to gather project requirements.

This useful guide can help you mix and match the best requirement gathering approach for your project.

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10 methods gather project requirements

  1. 1. 10 methods to gather project requirements Author: PM Majik Copyright 2020. All rights reserved. www.pmmajik.com
  2. 2. Contents 1.0 Purpose of this presentation 2.0 8 project management reports 3.1 Communication plan 3.2 Project timeline 3.3 Project budget / financial plan 3.4 Project team contact data 3.5 Risk register 3.6 Project status report 3.7 Action register 3.8 Project dashboard 4.0 Important tip 5.0 Summary 6.0 PMO resources Copyright 2019. All rights reserved. www.pmmajik.com
  3. 3. 1.0 Purpose of this presentation The purpose of this presentation is to provide a guide to 10 methods that you can use to gather requirements for your project. Learning about these techniques will help you mix and match the right approach for your project and organisation. You do not have to use all of the techniques, you only should use the ones that work for you. Remember these are general guidelines. You should use them to help tailor a project change control process that meets the need of your organisation. Copyright 2019. All rights reserved. www.pmmajik.com
  4. 4. 2.0 Project Requirement Gathering Techniques Copyright 2019. All rights reserved. www.pmmajik.com The 10 techniques to gather project requirements: 1. Brainstorming 2. Workshops 3. Interviews 4. Survey 5. Document Analysis 6. Reverse Engineering 7. Focus Groups 8. Interface Analysis 9. Prototyping 10. Observation Project Requirement Gathering Techniques
  5. 5. 3.1 Brainstorming • Brainstorming amongst a group of individuals is used to gather as many ideas, solutions and opportunities as possible. • The brainstorming environment encourages participants to be free-thinking and open and provides quirky ideas that may not be welcomed in more formal situations. Copyright 2019. All rights reserved. www.pmmajik.com Additional Resource https://www.pmmajik.com/pmo-tools-project-communication/
  6. 6. 3.2 Workshops • More structured than brainstorming, workshops allow collaboration to document the requirements of stakeholders. • Here documents are drawn up, which may include static and activity diagrams. Copyright 2019. All rights reserved. www.pmmajik.com Additional Resource https://www.pmmajik.com/pmo-tools-project-planning/
  7. 7. 3.3 Interviews • Conducting interviews with stakeholders is perhaps the most common technique. To undertake and complete a successful project, it is essential that the expectations and goals of stakeholders is understood fully. • There are a number of things to remember when conducting interviews: • Consider the individuals perspective, what one stakeholder may view as important, another stakeholder may not. • Ask open ended, probing questions and ask the stakeholder to elaborate on any area which needs clarification. • Listen. This might sound obvious, but it is very easy to ask questions without fully listening to the answer. Copyright 2019. All rights reserved. www.pmmajik.com Additional Resource https://www.pmmajik.com/pmo-tools-project-financial-planning/
  8. 8. 3.4 Project team contact data • The team working on the project are often from various department, companies and even spread across the world – a virtual team. • The role of the project manager is to bring the group of people together to form a productive team. • Creating and distributing a list of team members, their roles and how to reach them is an important step in ensuring clear channels of communication. Copyright 2019. All rights reserved. www.pmmajik.com Additional Resource https://www.pmmajik.com/pmo-contact-list/
  9. 9. 3.5 Project risk register • Managing project risks is often overlooked or miss understood by project managers. • Creating an initial Risk Register is key to managing project risks. Start by building a list of all the things that could impact the project. • Early on in the project, there will be a lot of these. As the project progresses and things become more clearly defined, many of these will be addressed. • It is important to review and update this list often throughout the project. Risk management is not a one-off event! Copyright 2019. All rights reserved. www.pmmajik.com Additional Resource https://www.pmmajik.com/pmo-risk-management-plan/
  10. 10. 3.6 Project status report A Project Status Report is an essential element of the project communication strategy. The project status report is the barometer of the project – it will give the project manager, the project team and project stakeholders an overview of the health of the project. The status report might include: • RAG status for each of the project elements; Scope, Schedule and Budget (budget optional) • a list of the project milestones and their status • items completed in period • items due next period • a current run of budget status • any open risks Copyright 2019. All rights reserved. www.pmmajik.com Additional Resource https://www.pmmajik.com/why-the-project-status-report-is-a-powerful-tool/
  11. 11. 3.7 Project actions log • It is important to keep track on all action items needed for the project. These should be captured on the Actions log. • During critical periods of the project, you might distribute this list daily. What is important is that important activities are captured and tracked to closure. • Remember, if it is not documented – it is not getting done. Copyright 2019. All rights reserved. www.pmmajik.com
  12. 12. 3.8 Project dashboard • Stakeholders are not typically in project team meetings and they rarely review Project Status Reports. But they still want to have an update on the project progress. • For this audience, it is a good idea to provide a high-level visual representation of the project. Simple, easy to digest that gets to the point quickly. • Developing the content that will be included in the report or dashboard should be done early in the project and provided regularly and in a consistent format. Copyright 2019. All rights reserved. www.pmmajik.com Additional Resource https://www.pmmajik.com/8-mistakes-to-avoid-on-project-reports-and-dashboards/
  13. 13. 4.0 Important tip • Remember, just because you can produce a report or dashboard, it does not mean that you should. • You must ensure is that the data has value to the end user. If not, it is a waste of both the end user and your time. • When defining what reports are required (including what is included on each report), make sure you discuss the requirements with the sponsors and end users. • You should also consider the audience and try to design the report to distill the information so the critical messages can be quickly consumed and understood. Senior stakeholders do not typically have a lot of time to review long reports. Short and succinct will be well received. Copyright 2019. All rights reserved. www.pmmajik.com
  14. 14. 5.0 Summary Project reports are an important tool for the successful management and delivery of your project. Using one or more of the 8 reports listed below may help. 1. Communication plan 2. Project timeline 3. Project budget / financial plan 4. Project team contact data 5. Risk register 6. Project status report 7. Action register 8. Project dashboard If you are interested in ready made project change control templates, consider investing in a set of professional PMO Templates. This will allow the rapid implementation of tools and processes. Copyright 2019. All rights reserved. www.pmmajik.com
  15. 15. 6.0 PMO resources If you want more information, visit www.pmmajik.com where you will find lots of project and PMO resources including the FREE guide, 7 Steps to Set-Up a PMO. Visit http://www.pmmajik.com/set-pmo/ PM Majik Website On the PM Majik website you will find over 200 articles that contain practical and pragmatic tips and insights for designing, mobilising and managing a PMO. New articles are added weekly. Topic requests are encouraged from the community. Copyright 2019. All rights reserved. www.pmmajik.com
  • SuvraSen1

    Mar. 21, 2021

An overview of 10 different techniques that you can use to gather project requirements. This useful guide can help you mix and match the best requirement gathering approach for your project.

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