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What is the best way to determine which stakeholders to involve in functional requirements elicitation?

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Functional requirements elicitation is a crucial step in system development, as it defines what the system should do and how it should meet the needs and expectations of the users and other stakeholders. However, not all stakeholders are equally relevant or available for this process, and involving too many or too few can lead to problems such as scope creep, conflicting requirements, or missed opportunities. How can you decide who to involve and how to engage them effectively? Here are some tips and techniques to help you.

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Aousaf Ahmad

Senior Product Manager | Technical Project Manager | Product Owner
Benjamin Marsili

Project manager at Mizuho Bank | Tech Makers Amsterdam ????????

1 Identify the stakeholder categories

The first step in the system development project is to identify the various stakeholders who have an interest or influence in the project. These can include users, customers, suppliers, regulators, competitors, and partners. Users are those who will use the system or benefit from its outputs, while customers are those who will pay for or sponsor the system. Suppliers provide components, services, or resources for the system. Regulators enforce legal, ethical, or quality standards for the system. Competitors offer alternative or similar solutions to the system. Lastly, partners collaborate or cooperate with the system or its users.

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Aousaf Ahmad

Senior Product Manager | Technical Project Manager | Product Owner
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- Identify key project roles and responsibilities. - Conduct stakeholder analysis to understand their impact. - Prioritize stakeholders based on influence and interest. - Engage subject matter experts relevant to the requirements. - Collaborate with end-users for user-centric requirements. - Establish effective communication channels with stakeholders.

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Benjamin Marsili

Project manager at Mizuho Bank | Tech Makers Amsterdam ????????
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To kick off a system development project, start by identifying key stakeholders. These include users, customers, suppliers, regulators, competitors, and partners. Never shy away from asking down the line if others should be included. Tip: always check with the leadership team before involving someone new.

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2 Analyze the stakeholder attributes

The next step is to analyze the attributes of each stakeholder category, such as power, interest, knowledge, and availability. Power can be determined by the degree of influence or authority they have over the system development project. Interest can be measured by the level of involvement or concern they have in the system development project. Knowledge can be evaluated by the amount of information or expertise they possess about the system domain or requirements. Lastly, availability can be gauged by the extent of accessibility or willingness they have to participate in the system development project.

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3 Prioritize the stakeholder involvement

The third step is to prioritize the stakeholder involvement based on the analysis of their attributes. A common tool for this is the power-interest matrix, which classifies stakeholders into four quadrants: those with high power and high interest, high power and low interest, low power and high interest, and low power and low interest. Those with high power and high interest should be actively involved in the functional requirements elicitation process and their feedback and approval should be sought regularly. Those with high power and low interest should be kept informed and satisfied, and their support and endorsement should be secured occasionally. For those with low power and high interest, they should be kept engaged in the process, with their input and collaboration welcomed frequently. Lastly, those with low power and low interest should be monitored and acknowledged, with their awareness and acceptance ensured occasionally.

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4 Select the stakeholder techniques

The final step is to select the appropriate techniques to elicit functional requirements from the stakeholders, depending on their priority and preference. Interviews, surveys, workshops, observation, and prototypes are all examples of techniques you can use. Through one-on-one or group conversations, online or offline questionnaires, interactive and collaborative sessions, direct or indirect watching of stakeholders in their environment, and mock-ups or models of the system or its features, you can determine which stakeholders to involve in functional requirements elicitation and how to elicit their requirements effectively and efficiently.

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Benjamin Marsili

Project manager at Mizuho Bank | Tech Makers Amsterdam ????????
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While facilitated workshops are great for bringing together everyone's creativity, they might not always be the go-to option. Consider trying out a pragmatic Delphi technique: it's a chill way of gathering feedback, avoiding conflicts, and reaching a consensus. Plus, it's efficient and gives project managers a nicely structured output to work with.

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5 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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Benjamin Marsili

Project manager at Mizuho Bank | Tech Makers Amsterdam ????????
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Discovering stakeholders is an ongoing journey, so don't hesitate to keep the communication flowing within the community. Nevertheless, keeping a record of who's on board and in what role is crucial.

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Sarah Shafqat

PhD(CS) | SMIEEE | Chair @ SIGHT IEEE | CXO @ DreamSofTech | Brand Ambassador @ Dice Camp and @ WiBD | Global Ambassador/Mentor/Counsil Member @ Women Tech Network
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Simply, the stakeholders directly affected by the end product has to be selected to elicit functional requirements. 1. They must be the end-users who would actually be using the system and they should be part of the system development from very start through surveys and feedbacks while using it during beta testing or pilot phase. 2. Next would be the business enablers, partners and advertisers who have their benefits attached to the final system; profits, losses and it's promotion. 3. And, not to forget competitors with whose products you have to compare it with as a benchmark ????

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What is the best way to determine which stakeholders to involve in functional requirements elicitation?

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5

1 Identify the stakeholder categories

2 Analyze the stakeholder attributes

3 Prioritize the stakeholder involvement

4 Select the stakeholder techniques

5 Here’s what else to consider

System Development

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What is the best way to determine which stakeholders to involve in functional requirements elicitation?

1

2

3

4

5

1 Identify the stakeholder categories

2 Analyze the stakeholder attributes

3 Prioritize the stakeholder involvement

4 Select the stakeholder techniques

5 Here’s what else to consider

System Development

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