Mastering Project Requirements: The Questionnaire Approach

A requirements questionnaire is a comprehensive tool used to gather essential information about a project.

Each question is carefully crafted to uncover vital details and ensure a thorough understanding of the task at hand. The questions are structured based on the specific tasks, business needs, or project goals identified in the scope document.

Creating an effective questionnaire

To create an effective questionnaire, I approach each feature individually and jot down any initial thoughts or assumptions I may have. Then, I delve deeper and formulate relevant questions that will help me better understand the implications of each feature.

Sometimes, I may need prompts to aid my thought process. Similar to crafting a well-written story, a comprehensive set of requirements should address all essential questions - including how, where, when, who, what, and why.

Here are some examples of general questions that can stimulate ideas:

Understanding the Feature

How will stakeholders utilise this feature to meet their specific needs? What processes must be followed and what steps are involved?

- Example: "In the context of our recruitment software, how will hiring managers use the candidate tracking feature?"

How can we approach this business need in a different way? How will we determine if it meets our predefined success criteria?

- Example: "In optimising our shared service centre, how can we enhance the efficiency of candidate onboarding?"

Navigating the Where and When

Where does this process begin and where will users access the feature? Will it be used at home or in an office setting? Where will the results be displayed and when is this feature expected to be utilised?

    - Example: "Identify the starting point for our employee onboarding process within the shared service centre and specify where HR personnel will access the system."

  - Example: "Consider the geographical distribution of our remote workforce – how will this impact their interaction with the proposed VMS?"

When should we take note of important information and when might this feature experience failure? When should we begin preparations for implementation and what is the deadline for completion?

    - Example: "Anticipate potential bottlenecks in the candidate sourcing process and establish timelines for addressing them."

Delving into the Who and What

Who should be consulted for input on this feature? Who will provide necessary information for its use? Who will receive the results from utilising this feature?

    - Example: "Specify the reporting structure for the ATS and outline communication channels for feedback."

Who can I speak to for additional information? What do we already know about this feature and what assumptions do we need to confirm before moving forward?

- Example: "Identify key stakeholders in the implementation of the VMS and designate responsibilities for data input."

What are the specific functions and tasks required for this feature? Will it improve user experience, increase efficiency, or provide new capabilities? What is the desired outcome of utilising it?

  - Example: "Define the functionalities required for automated CV screening and articulate the ideal outcome of this process."

Navigating the How and Why

To effectively implement this feature, what steps must be taken? Are there any prerequisites that need to be fulfilled beforehand?

    - Example: "Outline the sequential tasks for rolling out the Recruitment MSP solution and identify prerequisites."

How should we handle alternative scenarios that may arise during implementation? Which components of the feature require tracking to ensure its success?

      - Example: "Consider scenarios where the VMS encounters technical glitches – provide a protocol for resolution."

When stakeholders utilise this feature, what device will they most likely use? Is it compatible with all devices or only specific ones?

    - Example: "Specify tracking metrics for the CRM system and ensure compatibility with various devices used by recruiters."

In addition to these questions, what other important considerations should we keep in mind when discussing the reasoning behind certain decisions? Does this feature align with our project's goals and objectives? Why is it necessary and how will it benefit our users?

  - Example: "Encourage stakeholders to provide additional insights or considerations not covered in the questionnaire."

Once this feature is fully implemented, what changes can we expect to see in terms of user behaviour, engagement, and overall success of our project? In your opinion, what do you believe is the most significant aspect of this feature and why?

   - Example: "Discuss the anticipated impact of the shared service centre on recruitment efficiency and prioritise key benefits."

It is crucial to approach these inquiries with tact and maturity and each one should be woven seamlessly into the conversation, rather than read verbatim from a list.

During my discussion with stakeholders, I typically select a few essential questions from this list and may refer back to others as needed to ensure a comprehensive understanding of the issue at hand.

It is possible that approximately half of these questions will be addressed indirectly through our conversation.

Need help?

As you reflect on the thorough requirements questionnaires, I encourage you to consider your upcoming projects. Do you have all the necessary insights for a successful outcome?

Share the details of your project, and I will help you to create a personalised requirements questionnaire to uncover the complexities of your unique venture.

Connect with me on LinkedIn or visit my website to start this conversation. The story of your project's success begins with asking the right questions – let's do it together.