Gathering Requirements Virtually – Making the curse a Boon!

It’s always exciting to think about going onsite, even though your client may be in the next building from your office.  As IT professionals we are trained to think that way. Now imagine the disappointment when we are told – Due to some reason (mostly budget constraints) we need not go onsite, but gather requirements virtually.

Virtual communication is a key requirement in today’s time! Most of the businesses use Phones, IMs or Emails to gather requirements. Otherwise as well I am sure there are times we drop emails to someone sitting on the other floor instead to talking face to face with them. We often hear people saying that there was a communication gap. Hence when we use virtual communication, it is essential to use it effectively. And the way to make sure it’s done effectively is to ensure we have taken proper feedback.

Let’s look at some ways we can use to make this tough process a little easier:

1. Right & Few Stakeholders:

The very first step to gathering requirement correctly –Virtually or physically - is involving the correct stakeholders and in the right number. If the wrong people are involved the quality of the requirements will not be accurate. Whereas, if too many people are involved there will be that many opinions and dis-agreements. “Too many cooks spoil the broth” is a very old saying that is applicable here.

2. Try to Visualize 

When communicating virtually – the most difficult constraint to overcome is conveying thoughts to the client. Using examples, wireframes, and flow charts can help the client in better understanding. Hence whenever possible use tools like Skype – Screen sharing, join-me, Lync – with which you and the client can be on the same page.

3. Send MOMs

Minutes of Meeting (MOM) typically describe the events of the meeting, starting with a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues. To ensure that all the stakeholders are on the same page it is essential to send accurate and precise minutes of meeting.

4. Go step by step

Imagine the burden of carrying 10 kg of books to school at once or being given the option to carry 2 kg every day. It is better to split the requirements in smaller part and gain clarity on one point and then move to the next one.

Despite the dread and pain, the need for effective virtual collaboration is increasing. Even in small to mid-sized organizations, it’s rare to find all stakeholders sitting in the same building or even in the same city. Eventually interacting virtually is going to take over face-to-face communication sooner or later. It is important to accept this really and turn the virtual interaction into effective interaction.

About Author:

Shweta Samudra is a consultant in Systems Plus Pvt. Ltd. Within Systems Plus, she actively contributes to the areas of Technology and Information Security. She can be contacted at: shweta.samudra@spluspl.com