Business representatives are able to work with developers on Agile projects so that scope can evolve as the project progresses. It is okay to have ambiguous requirements in this environment. The collaborative working methods allow for clarity through constant testing of iterations of end products until they meet business requirements.
The team is still trying to reduce ambiguity and define the requirements for the project, but it’s being done in an entirely different way than the approved scope document. They use constant iterative design to refine the requirements in practice throughout the project.
You may have worked on a non-Agile IT project that will likely use a waterfall method for several weeks before you hand over the requirements document. It is easy to assume that if you know what you mean, they will also – but this dangerous assumption.
Scope management can be a tedious task but it is crucial to the success of your project. This means that you must include all relevant details and also write it clearly.
A document does not give you the privilege of having someone see all the doodles that you made during the requirements meeting, or your hand gestures explaining the new system. You must ensure that the document is clear and understandable for the customer to get the results they desire.
The project requirements list is not a document that you create; it is a set of detailed instructions for someone else.
How to create the perfect business needs
How do you create the perfect requirements document? Here are some suggestions for creating the business requirements for your project.
1. Remove ambiguity
You can be certain that there is no ambiguity in understanding the needs of your business users and your own understanding.
To find out what they want from your project, organize a workshop. This is a great opportunity to do some blue-sky brainstorming. What would they want from your project?
Ask them stupid questions, get clear from them about their needs, and then negotiate. Although it might not be possible to have a dedicated customer representative for each client, or respond to customer calls within two seconds, these requirements will allow you to get a better understanding of your customer. In this case, the business user.
2. Be specific
Completing the list should be as precise as possible.
Make a list of colors, materials, brand restrictions, and any laws that the solution must conform to. Does it need to integrate with other systems? What level of security is appropriate? Describe exactly what you mean and make sure to clarify any assumptions.
Be sure to include non-functional requirements in addition to the stuff that the customer will actually be able to see.
3. Get input from customers (and a lot of it).
Before the document is sent to anyone else, verify it with the customer.
Also, ensure that you understand and document their requirements clearly. If you feel this will help eliminate any ambiguity, include wireframes, screen mockups or models. Once you have satisfied that the customer has been properly listened to, you can move on to the next stage and create the solution.
The document should be reviewed by all project stakeholders. If the system doesn’t deliver what they expected when they first saw it, you can explain why. You gave them ample opportunities to clarify existing requirements and add new requirements.
If stakeholders don’t use those opportunities, they will need to use the formal control procedure to make any changes or add new requirements.