Project Smart ~ Exploring trends and developments in project management today

Calendar icon
Adobe PDF icon

Facilitating a Requirements Validation Meeting with Ease!

~ By Dana Brownlee

Business people looking at their leader while he explains something on whiteboard

The Problem: Ensuring that a requirements document is accurate, complete and fully supported by key stakeholders can be critically important. Unfortunately, requirements validation sessions can be protracted and challenging. Oftentimes, the goal of the session is to gain agreement among various stakeholders on a lengthy, detailed requirements document. This can certainly be a tall order, but it can be done!

Consider these suggestions:

  • Ensure that all key stakeholders are present at the session. Oftentimes, senior managers or other extended team members will participate in this important session. Ensure that the meeting is on their schedule far in advance.
  • Conduct pre-meetings with relevant functional groups to work out the details, review appendices, etc. Ideally, there should be no major surprises at the validation meeting.
  • Ensure everyone comes to the meeting prepared by expressing the importance of each person reviewing the document in detail. Give the group a choice of whether to review the document in detail during the session (two days offsite) or review it individually offline and only conduct a high level review and discuss questions during the validation session (2-3 hours). Most groups will opt for the shorter meeting.
  • Ask participants to send their questions three days prior to the session and follow up with anyone who has not sent their questions by the stated due date.
  • At the beginning of the meeting ask each person to introduce themselves and their role in case there are new faces in the room. Also, provide a high level overview of the project before getting into any detailed requirements discussion to ensure everyone has appropriate context.
  • Define any assumptions or acronyms at the beginning of the meeting to avoid misunderstandings.
  • Assign specific SMEs to lead the discussion for individual sections of the document.
  • Ask for a volunteer to be the timekeeper and another to document key decisions or action items on a whiteboard or flip chart.
  • Ensure that the requirements document is well organised with prioritised requirements.
  • Post IEEE standards for well formed requirements (Accurate, Consistent, Complete, Traceable, Prioritised, Unambiguous, Modifiable, Verifiable and Testable) on the wall (or on a slide if using collaborative software). As you review individual requirements, ensure that each requirement meets this checklist.
  • Document traceability within the document and across documents.
  • Let participants know that signatures will be expected at the conclusion of the meeting. Ensure that participants sign the document on behalf of their organisation.

Dana Brownlee is President of Professionalism Matters, Inc. a boutique professional development corporate training firm. Her latest publications are "Are You Running a Meeting or Drowning in Chaos?" and "5 Secrets to Virtually Cut Your Meeting Time in Half!" She can be reached at danapbrownlee@professionalismmatters.com


Comments

Be the first to comment on this article.

Add a comment



(never displayed)



 
1500
What is the fifth month of the year?
Notify me of new comments via email.
Remember my form inputs on this computer.

Building a Business Case for Your Project

Ball of business documents

To get stakeholders or management to approve your project, you will need to build a solid business case. Here are the basic steps for creating a business case.

Four Steps to Project Time Management

Man pointing at an alarm clock

The four steps outlined in this article will help you better define and measure the activities that make up your project timeline.

How to Avoid Project Burnout

Exhausted businessman resting on a pile of paperwork with tongue hanging out from overwork

Resources on projects can be susceptible to burning out before the project finishes. Here are a few ideas to prevent burnout in project teams.

Undertaking a Successful Project Audit

Audit checklist clipboard with checkboxes marked for related concepts

A project audit provides an opportunity to uncover issues, concerns and challenges encountered during the project lifecycle.

PROJECT SMART is the project management resource that helps managers at all levels improve their performance. We provide an important knowledge base for those involved in managing projects of all kinds. With weekly exclusive updates, we keep you in touch with the latest project management thinking.

WE ARE CONNECTED ~ Follow us on social media to get regular updates and opinion on what's happening in the world of project management.


Latest Comments

Samara Grantham commented on…
12 Tips for Being a Good Manager
- Thu 1 December 2:46pm

Adolfina commented on…
Introduction to Project Management
- Mon 21 November 9:52am

Edward Brown commented on…
Project Status Reports Everyone Can Understand
- Wed 16 November 3:38pm

Latest tweets

General Project Management • Re: Suggestions for Entering a PM Role Midway Through a Project… https://t.co/fqpFaMW8Ho #projectsmart #pmot about 1 day ago

General Project Management • Re: Looking for Project Management Software That Includes Database… https://t.co/9If2UMXf2n #projectsmart #pmot about 1 day ago

General Project Management • Re: Project Resource Capacity Planning https://t.co/BdYncqyeww #projectsmart #pmot about 2 days ago