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How can you manage user expectations when requirements change during development?

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Requirements change is inevitable in any system development project. Whether it's due to new business needs, user feedback, technical issues, or external factors, you need to be prepared to handle them without compromising the quality and scope of your solution. However, changing requirements can also affect the expectations and satisfaction of your users, who may have different opinions, preferences, and priorities. How can you manage user expectations when requirements change during development? Here are some tips to help you.

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Cecelia Tapp, CPHQ

Director Quality, Risk and Compliance | CPHQ, Clinical Informatics Certification

1 Communicate early and often

One of the most important aspects of managing user expectations is communication. You need to keep your users informed and involved throughout the development process, especially when there are changes in the requirements. Communicate the reasons, benefits, and impacts of the changes, and how they align with the project goals and vision. Use clear and consistent language, and avoid jargon and technical details. Provide regular updates, feedback, and demonstrations, and invite questions and comments from your users.

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Cecelia Tapp, CPHQ

Director Quality, Risk and Compliance | CPHQ, Clinical Informatics Certification
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Transition is particularly difficult for humans. Often, work is fueled by purpose. Remember the customer and remember staff. If our frontline staff/caregivers, face our customers, as we often do in healthcare, then do remember to teach staff to communicate, specifically to quell concerns and call on Subject Matter Experts. SMEs, are critical to interdisciplinary teams. The teams, using purposeful patient rounding, can respond to concerns, of patients during a hospitalization, a most difficult time. Understand how vulnerable a patient can be. We support our Teams and our patients, by addressing vulnerabilities, with caring expertise, solutions and training tools when we have them, and exceptional communication.

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Anubhav Kapoor

? AI Enthusiast | ?? Blogger | ?? Author | ?? Risktaker | ?? Thinker | ?? Globetrotter | Invests in - ????♀????????? Wellbeing & ????Stocks
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Communicate through visualizations to the users and stakeholders. An effective visualization always contain the obvious path and the deviated path when scope creep happens

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2 Manage scope and priorities

Another key factor in managing user expectations is scope management. You need to define and agree on the scope of your project with your users, and establish a process for managing changes. You need to evaluate the feasibility, value, and urgency of each change request, and prioritize them according to the project objectives and resources. You need to document and track the changes, and update the project plan and schedule accordingly. You also need to manage the trade-offs and risks involved in changing the scope, and communicate them to your users.

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3 Involve users in testing and validation

A third way to manage user expectations is to involve them in testing and validation. You need to ensure that your solution meets the user requirements and expectations, and that it works as intended. You need to conduct user acceptance testing (UAT) with your users, and solicit their feedback and approval. You need to use realistic scenarios and data, and provide clear instructions and criteria for testing. You also need to address any issues or defects that arise during testing, and ensure that they are resolved before deployment.

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4 Educate and train users

A fourth tip to manage user expectations is to educate and train your users. You need to prepare your users for the changes in the system, and help them understand and use it effectively. You need to provide user manuals, guides, tutorials, videos, or other materials that explain the features, functions, and benefits of the system. You also need to provide training sessions, workshops, webinars, or other formats that demonstrate how to use the system, and answer any questions or concerns that your users may have.

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5 Seek feedback and improvement

A final suggestion to manage user expectations is to seek feedback and improvement. You need to measure and evaluate the user satisfaction and performance of your system, and identify areas for improvement. You need to collect feedback from your users, using surveys, interviews, reviews, or other methods, and analyze the results. You also need to monitor the usage, behavior, and outcomes of your system, using metrics, indicators, logs, or other tools, and generate reports. You need to use the feedback and data to identify and implement improvements, and communicate them to your users.

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Nikhil Patel, MBA CSM

Product Lead | Driving digital transformation and innovation
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To manage user expectations when requirements change during agile development: Communicate early and often with users about changes, explaining the reasons and impact. Get user feedback on changes to ensure they meet their needs. Be flexible and adjust the project plan and requirements as needed. Prioritize changes based on their impact on the project and the users. Manage expectations by being realistic about what can be achieved. By following these steps, agile teams can minimize the impact of change and ensure project success

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you manage user expectations when requirements change during development?

1

2

3

4

5

6

1 Communicate early and often

2 Manage scope and priorities

3 Involve users in testing and validation

4 Educate and train users

5 Seek feedback and improvement

6 Here’s what else to consider

System Development

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How can you manage user expectations when requirements change during development?

1

2

3

4

5

6

1 Communicate early and often

2 Manage scope and priorities

3 Involve users in testing and validation

4 Educate and train users

5 Seek feedback and improvement

6 Here’s what else to consider

System Development

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