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How do you ensure stakeholder agreement on software requirements?

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Software requirements are the foundation of any software development project. They define what the software should do, how it should behave, and what value it should deliver to the users and the business. However, software requirements are not always clear, consistent, or agreed upon by all the stakeholders involved in the project. This can lead to misunderstandings, conflicts, delays, and rework. How do you ensure stakeholder agreement on software requirements? Here are some best practices.

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Anuj Devasthali

Android | SAP | Project Management | Business Development | Traveller

1 Identify the stakeholders

The first step is to identify who are the stakeholders for your software project. Stakeholders are anyone who has an interest, influence, or impact on the software, such as users, customers, managers, sponsors, developers, testers, regulators, etc. You need to know who they are, what their roles and responsibilities are, what their expectations and needs are, and how they communicate and collaborate. Use tools like stakeholder maps, personas, or interviews to gather this information.

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Anuj Devasthali

Android | SAP | Project Management | Business Development | Traveller
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If its a service then relatively easy to know about all involved people. All you need to do is have a meeting with client understand their current process and all the areas which will impact by the new project. Then discuss with all those people, ask them for their inputs too. If its a product then you need to do some homework. Like, what is the product, who will be end users, who will interact with system, identify user roles and discuss with them. Identify resources required and list all those who will be involved in the project. Directly involved or indirectly involved consider the impact.

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2 Define the scope

The next step is to define the scope of your software project. The scope is the boundary and the extent of what the software will and will not do. It helps you to prioritize and focus on the most important and feasible features and functions. Use tools like scope statements, use cases, user stories, or product backlogs to define the scope. You should also define the assumptions, constraints, risks, and dependencies that affect the scope.

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Anuj Devasthali

Android | SAP | Project Management | Business Development | Traveller
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As a project manager you have to communicate a lot. You have to ask questions & understand which problem your project is going to solve. Examine all the requirements carefully. Understand existing processes. Don't only think about the current problem but also think ahead. Identify the limitations. Sometimes clients don't know the feasibility, they just have some dream/idea and think it will do the magic. But its you who should think practically and check all possible scenarios. You may find new stakeholders during scope finalization. Parallelly you need to identify technology stack & capable team/resources. Try to keep the scope as wide as you can. Then you can review and discuss each point with client/team and cut down what's not required.

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3 Elicit the requirements

The third step is to elicit the requirements from the stakeholders. Elicitation is the process of discovering, analyzing, and documenting the software requirements. You can use various techniques to elicit the requirements, such as interviews, surveys, workshops, brainstorming, observation, prototyping, or modeling. Aim to elicit both functional and non-functional requirements, as well as business, user, and system requirements.

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4 Validate the requirements

The fourth step is to validate the requirements with the stakeholders. Validation is the process of checking that the requirements are correct, complete, consistent, clear, testable, and aligned with the project objectives and stakeholder needs. You can use various techniques to validate the requirements, such as reviews, inspections, walkthroughs, demos, or testing. You should also use standards, guidelines, or checklists to ensure the quality of the requirements.

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5 Manage the requirements

Next manage the requirements throughout the software development life cycle. Management is the process of controlling, tracking, and communicating the changes and updates to the requirements. You can use various tools to manage the requirements, such as requirements management software, traceability matrices, change requests, or version control. Also, establish a process for managing the requirements, such as roles, responsibilities, procedures, or policies.

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6 Negotiate the requirements

The final step is to negotiate the requirements with the stakeholders. Negotiation is the process of resolving the conflicts, trade-offs, or disagreements among the stakeholders regarding the requirements. You can use various techniques to negotiate the requirements, such as prioritization, ranking, voting, or compromise. You should also use skills such as listening, empathy, assertiveness, or persuasion to facilitate the negotiation.

By following these best practices, you can ensure stakeholder agreement on software requirements and deliver a successful software project that meets the expectations and needs of all the parties involved.

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7 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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Anuj Devasthali

Android | SAP | Project Management | Business Development | Traveller
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Generally for startups check if client really have financial backing and have clear thought process about their requirements.

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How do you ensure stakeholder agreement on software requirements?

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1 Identify the stakeholders

2 Define the scope

3 Elicit the requirements

4 Validate the requirements

5 Manage the requirements

6 Negotiate the requirements

7 Here’s what else to consider

Software Development Life Cycle (SDLC)

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