- Involve all stakeholder as earlier as possible, especially top management that make final decision
- Invite front-end staff that perform daily operation too in addition to user representative since they know every details
- Make sure different level and user group are covered
- Meeting invitation should be sent as early as possible
- If meeting not possible for all, consider sampling survey by questionnaire
- Check with user existing problems, bugs, limitation, comment, concern and expectation
- Check error log for hidden issue need to handle
- Check complaint, feedback or report so far, could be through staff interview
- On-site observation for particular unmentioned problem
- Role playing of particular user from different group or level to check if anything missing
- Perform focus group testing to see if any unaware behavioral preference needs to consider
- Use email or phone call to double check minor details
- Requirement of different user group may be contradicted and need to discuss
- Prototyping such as mock screen is easier for communication
- For large user group, let them to consolidate first to save time if tight schedule or extend time
- Seek permission for voice recording in meeting for double check of details only
- Consider to use AI technology to convert voice to text during meeting if allowed
- Write down requirement in details and send to user for double validation and confirmation
- Set deadline for requirement collection and remind user earlier
- Unless fatal or critical that affect normal system functioning, no additional requirement should be added that could delay project schedule seriously, handle at other phases or even project
- Requirement after deadline may consider back during implementation especially if critical
- Be responsive to user requirement if within scope, time and only minor effort is involved
- Explain to user excessive requirement could delay whole project
- Request schedule extension from user side if necessary for extra work
- Consider to adjust scope by user so as to meet schedule
- Prioritize requirement and record in requirement catalogue
- Check maximum number of user function would be used concurrently in a period or at a time
- Reconsideration by different angles and aspects to avoid missing items
- Don’t make assumption but check with user
- Global consideration across the project and all user team, and find the best arrangement
- Ask developer or designer to participate if necessary to see if easy or not to implement
- Is the requirement appropriate, worthwhile, and achievable? Are there other options?
- Reject or provide counter proposal sometimes if necessary
- Avoid instant messaging for formal communication
- Understand existing practice rationale behind and see if able to change
- Those desirable but not essential only implement when time is available
- Check non-functional performance requirement such as loading speed and response time
- Check priority, importance & dependency of requirements with reference to frequency of use
- Never confirm requirement without fully understanding
- Numbering requirement to facilitate communication
- Turn on amendment tracking function for word and excel
- Avoid requirement document overwritten after passing through many users
- Compile clean version document after confirmation each round if involve many users
- List out requirement but not implementation details otherwise endless
- Jargon and special operation require explanation
- Check related operation involving external system or other parties
- Identify staff involved in all process and flow to avoid missing verification or approval
- Check if process flow can be simplified, improved, more logical, or can remove unnecessary one
- Make sure requirement of different scenario or navigation path are considered
- Add back correct measures for extreme or special case, e.g., further amendment after approval
- Check if need to provide better feedback, help, hint or assistance especially for new staff, e.g. code
- After requirement collected, data, functional and business model would be created and documented in different specification for program development
- Avoid complaint between different users but focus on finding solution to issue
- Check with user on requirement using paper prototype or mockup screen that visualize the design and show all clickable elements, operation, basic program flow and the navigation path
- Unclear, misleading and contradicting requirement could lead to incorrect implementation and the change afterwards could delay the projects
- Use diagram to facilitate understanding & communication of work flow, e.g. process thread
- Collect peak, average, concurrent, minimum & maximum usage for size estimation
- Understand requirement better by trial on existing system
- Employ deep dive techniques such as brain storm or 5 whys (keep asking) to find out root cause
- Provide alternative proposal on some requirement to see if able to simplify implementation
- Double check and confirm by development and user team to make sure no missing
- Consult, discuss & confirm with users before written down to minimize amendment later on
- Limit scope to must have features, principles & guidelines but not too much implement details
- Check government standard, departmental guideline or legal obligation
- Check system documentation and handbook of business operation or rules
- Top management should voice out if any special request or concern but not till the end
- Different methods and tools to collect requirement proposed by different parties could also be used
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