Why Reviewing Requirements is essential for the successful execution of the project

Introduction

Project requirements define the process of accomplishing the project objectives. These are the small tasks and activities that lead to the final deliverable of the project. Project requirements need to be clear, concise, easily understandable, and consistent.

Such project requirements lead to the successful run of the project. With successful execution, you can expect achievement of the desired outcomes. So, listing and reviewing requirements are necessary for project success.

Some of the project requirements include:

right tick

Start date and end date

right tick

Budget

right tick

Scope

right tick

Resources required and available

right tick

People involved, and their roles and responsibilities

right tick

Expected challenges

right tick

Final deliverables

Writing project requirements is an important but tiresome task. If not done correctly, it may lead to faulty project outcomes. So, you must be careful while writing the project requirements. Even if written correctly, reviewing requirements is essential to ensure quality.

Requirements review is a process of evaluation of the requirements document in detail. The key stakeholders of the project are involved in the review process. In this process, the stakeholders detect any errors or unclear statements. So, they can identify the points that require more clarity and rectification.

Let us have a detailed understanding of requirements review in this blog.

Why Is Requirements Review Important?

A well-written requirements document is essential to start the project. It serves as the path for the project to run. It gives a clear view to all the stakeholders about the course of the project. So, the requirements document must be complete, concise, and clear.

Requirements review is important because of the following reasons:

Confirms the requirements

By reviewing requirements, you can ensure that there are no errors or omissions. The requirements review process ensures that all stakeholders are on the same page. It is a way to confirm the requirements before starting the project.

Aligns project expectations

Reviewing requirements ensures that all stakeholders are aware of the document’s contents. They understand the project requirements and are confident about them. So, reviewing requirements is essential to ensure aligned expectations from the project.

Potential to discover new requirements

Reviewing requirements brings new views and opinions of people. Debate and discussion on each requirement can lead to a fresh perspective of the project. You might discover some new requirements, which were not thought of earlier.

Makes the team ready for execution

Requirements review leads to its improvement, which helps the project execution. It also ensures a smooth collaborative environment for the project team. Reviewing requirements reminds the project team about the goals to achieve. With this, the project team is ready for the hustle.

Who is responsible for reviewing requirements?

All the stakeholders involved in the project must be present for reviewing requirements. The author of the requirements document must hold a requirements review meeting. This meeting must have all the people related to the project.

The presence of the author of the requirements document is crucial. The relevant people from project team, marketing, supply chain, and senior management must be present. Representatives of clients and user groups must also be involved in reviewing requirements.

What are the benefits of a Requirements Review Meeting?

Organizing a requirements review meeting leads to the following benefits:

right tick

All the stakeholders can become aware of all the people important for the project. They get more information on who is responsible for what activity.

right tick

Stakeholders get a better understanding of the project requirements. They align with the project scope in a better way due to the meeting.

right tick

Stakeholders get an idea of the implications of each requirement on the outcome. They are able to associate each requirement’s importance to the project result

right tick

With discussions, it becomes easier to come across some new requirements. It also facilitates better comprehension of confusing or inaccurate requirements

right tick

The brainstorming and knowledge transfer lead to a single, unified view of requirements. Stakeholders get an understanding of not only their function but also the entire project.

What are the ways of conducting requirements review meetings?

The different ways of conducting the process of reviewing requirements are:

Formal or informal

In a formal process, participants go through each requirement one-by-one. Each requirement is assessed along with its implications for the project.

The informal review is not conducted in-depth. Only the key concerns and doubts are discussed.

Broad or focused

In focused review, stakeholders receive only their concerned function’s part of the document. The focused review helps in reviewing large documents.

In broad review, every participant assesses the entire document. It lets the participants imagine the bigger picture and understand the project scope better.

Online or offline

Face-to-face meetings are generally preferable if all stakeholders are in the same location. If not, then online meetings are always an option. Moreover, the Covid-19 pandemic has brought everything and everyone online.

right tick

Completeness: There are no missing requirements and no redundant requirements

right tick

Consistency: Different requirements do not oppose each other in context

right tick

Correctness: The requirements address the actual needs of the user

right tick

Comprehensiveness: The requirements are easy to understand for the reader

right tick

Adaptability: It is easy to change the requirements without impacting the other requirements

right tick

Traceability: It is easy to trace the origin of the requirement

right tick

Feasibility: It is easy to achieve it in reality with the available time, money, and technology

right tick

Compliance: It complies with the regulatory or industry standards

The participants must review each requirement on the above factors. While discussing, they must address any doubts, confusion, or concerns. The author must prepare a checklist to assess all requirements against different criteria.

The meeting must be recorded for future reference purposes. It is also essential to get every participant’s agreement to the discussions. Encourage the participants to present any and every concern not addressed.

Update the requirements document

Refer to the notes prepared during the meeting. Listen to the recording to avoid missing any point of concern. Based on the notes, make changes to the requirements document.

Finalization

Send the edited requirements document to all the stakeholders of the project. If they agree to it, they will sign and send it back. If there are many suggestions for changes in the edited document, conduct another meeting.

Technovisors - Your IT consultant for creating meaningful outcomes for maximum business impact Explore our IT consulting services

Conclusion

Now, since you know why reviewing requirements is essential, get down to the process. If you want help with it, consult an IT consultant. And, who better than Technovisors to assist you with framing and reviewing requirements.

About Us- Technovisors

Technovisors is an IT consulting firm in Ahmedabad. We have the expertise to help you with every IT problem of your business. We have been assisting clients on various IT decisions of their business across India.

If you are looking to invest in IT assets, we can help you with your decision. If you intend to replace your technology solutions, we are the guide. If you wish to optimize the usage of your IT resources, we can consult you on that.

We help with ERP, CRM, DMS, eCommerce, and other automation tools. Our services include helping you with initiating, buying, implementing, and running IT initiatives. Our step-by-step assistance helps you to achieve your business IT goals.

FAQs

Yes, reviewing the requirements of the project is essential even if they are clearly defined. This gives an opportunity for every stakeholder to be on the same page. It also allows everyone to be aware of the goals and outcomes to achieve. Requirements review ensures there are no errors, omissions, or contradictions.
Yes, if there are many business functions involved in the project, it is good to have separate meetings. But, collate all the reviews from each meeting and prepare a single document. Again, share that document with all the stakeholders.

It ensures that everyone understands the roles and responsibilities of each business function. They also understand what phases of the project require interaction and collaboration with other teams. This will ensure an understanding of the value of each function for the project outcome.

Pathik Shah

(CISA, FCA, CS, DISA (ICAI), FAFP (ICAI))

Pathik is a multi-disciplinary professional with more than 22 years of experience in compliance, risk management, accounting, system audits, IT consultancy, and digital marketing. He has extensive knowledge of Anti-Money Laundering rules and regulations, and he helps companies comply with legal requirements. Pathik also helps companies generate value from their IT investments.