Define needs and requirements

- So imagine an IT project where a stakeholder, let's call her Vera, demands an expensive system integration. Well, there is no money in the budget and there is no time for development in the schedule. And who is a project manager learns about this dilemma and determines the best way to proceed is by having a clear understanding of stakeholder needs. Before a stakeholder requirement becomes a source of conflict and a challenge for the project, you need to look beyond the stated requirements to address the actual business need. Here are the steps and takes to define the stakeholder needs. Start with creating a requirements traceability matrix. This is a helpful way to document and track project requirements throughout the entire project lifecycle. The matrix could be a simple table with the columns for requirement ID, requirement description, category, business need, as well as the owner and the date requirement was identified. All of those details will inform your stakeholder engagement tactics, your scope, as well as acceptance criteria for your project deliverables. Next, review the business analysis documentation or consult your project charter. If you are working with a vendor, review contracts and agreements. The specific requirements will be stated there. Ann reviews the original list of requirements and talk to Vera. She finds out that Vera asks for integration because she's concerned that without it she won't be able to produce compliance reports. Then interview internal stakeholders. Additionally, you can arrange focus group meetings, send out surveys and questionnaires, and you can use voting for requirements prioritization, and send a survey to see what other stakeholders have critical need for reports. After getting survey results, she consults her technical team and finds out that the new system will generate required reports. Finally, communicate with the original requester. Closing the loop of communication will make sure the stakeholders feel heard, more likely to engage in the project and root for the project success. Ann connects with Vera to let her know that her requirement is documented and will be met. Vera will also have a chance to test the reports to make sure they meet her business need. Vera is happy about her requirement being considered, and she's supportive of the upcoming change. Do you have a requirements traceability matrix on your project? If not, start putting one together. If the requirements are already documented, make sure the business need is well-defined. Have a conversation with your stakeholders. Ask them about their business needs and the why behind the requirement. By doing so, you make sure that your project requirements are well understood and that your project will produce a product that your stakeholders will enjoy.