How to Gather Proper requirements from Clients

Before commencing any project, a Project Coordinator should know “What is the project supposed to do”. This is the exact meaning of “Requirements Gathering”.

The Project Coordinators should collect accurate requirements, as it is a template for completing each step of the project without any mistakes. The requirement collecting is the initial phase of any software development and of course, the essential part of the project for Project Coordinators.

During this stage, the Project Coordinator should understand the following from the client:

“Who will use the project”?

“How the customer will use the product”?

Exact information, including with any special requirements.

The Project Coordinator should then analyze whether each requirement can be included in the software without causing any breaks to the system.

Once you are done with your client meeting, it is always better to create a “Requirement Document” and send it to the respective client. The client can make sure all the requirements are gathered properly and even a Project Coordinator will come to know the flow of the project.

In an I.T. company, a Project Coordinator should keep in mind that the client may or may not have technical knowledge.

Technical Client

When it comes to dealing with a technical client, it’s easy. When we speak in technical terms, this type of client can understand it well. They may have some knowledge of databases, web applications, software development, quality assurance, etc.

Non-Technical Client

A non-technical client may have limited technical knowledge or sometimes, none at all. When we use technical terms with the Non-technical client, to them, it’s all Jargon.

A non-technical client may not be interested in database, the technologies employed, etc. Rather, s/he would be interested in how the business can be developed and taken forward.

A non-technical client may think how s/he can save the time and increase business by developing a software application.

Key Points: 

1. When we have an overview of the project, Project coordinators can give suggestions to the client for extra features if required. Ex. (Generating reports Monthly/Weekly)
2. We need to keep the client informed at every step of the project.
3. Once we have the proper requirements from the clients, we need to inform the client what modifications or enhancements could be incorporated in the future and which will not be easily possible. This will help the client decide the proper direction and priorities for their software application.

“Gathering Requirements from clients must include frequent and clear exchanging of information by speaking and writing, in order to make sure that we achieve a better final product”.

Ankush Agasagi