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Requirements analysis as the basis for project success 

It is one of the most important tools in software development: The requirements analysis analyses the client's expectations of the software to be developed, checks these expectations for feasibility and summarizes them in a (digital) specification sheet. Fulfilled expectations, increased acceptance, optimized development process: That sounds like a method that will also help your project management (whether IT or other)! 

Many projects extend over long periods of time. And for every project manager it is the absolute horror scenario when, after the project has been completed, the client, as the most important project stakeholder, says: "Oh, so that's how it looks? This is not at all what I had in mind ..." The requirements analysis in project management will protect you from such surprises! We will show you how to proceed with requirements analysis, how a requirements analysis should be done and why requirements analyses are so important. Let's start with the definition of the requirements analysis: 


1. Requirements analysis - what is that?

The first correct answer to the question "What is a requirements analysis?" would indeed be short and sweet: "It is underestimated! 

In fact, requirements analysis often plays too small a role in project management - and yet it is so important! When a requirements analysis is carried out, it documents what requirements both the project customer, the team members involved and the project management have for a project. These expectations are recorded in a specification sheet. At Projekthandbuch.de you will find the characteristics that a requirement must have, using the example of requirements analysis in the IT sector: 

  • It must be formulated as simply and clearly as possible. 
  • It must be practicable.
  • It must be verifiable. 


The requirements analysis should have its own position in the project within the framework of agile project management: It clearly defines which characteristics the finished project must have and which tasks (according to the requirements specification) must be completed. It thus represents the basis for the structure of the individual work steps and is also the directional guide with which the project management checks whether the project is still on track. 

For you in project management, it is probably also important that a requirements specification is not only binding for you and those involved in the project - stakeholders such as the project client can also be reminded of their original requirements later on. 


2. Requirements analysis - what does it involve?

A requirements analysis is a tool - and not a wish list: it is not simply a matter of collecting all the client's wishes and fulfilling them in the best possible way. A functional requirements analysis includes 

  • The requirements survey 
  • A specification sheet 
  • A description of the requirements to which the client and
               project management
  • The classification and evaluation of the requirements 


On the last point, the classification, you should divide the collected requirements into functional and non-functional ones. 

  • Functional requirements determine what the finished project will
               achieve shall. 
  • Non-functional requirements describe how the project should achieve
               the expected objectives. This also includes the quality factor and the
               realization of the project. Non-functional requirements are also often
               described in quality requirements and framework conditions divided.


3. Requirements analysis - how does that work?

Enough theory - let's turn to practice: 

Good requirements analysis is like group therapy! 

If you are determining the requirements for your project, you should never ask the stakeholders individually. It is best to combine the requirements analysis with a workshop for all project participants! There are several reasons for this: 

  • When client requirements are directly related to the expertise of the
              of the project team, the feasibility can be clarified immediately
              will be. 
  • When everyone agrees on a common goal, acceptance grows
               of the project. 
  • All stakeholders have the feeling that a project with
               is in line with their interests. 
  • You have a jointly conceived, documented basis for
               Your specifications and the entire project planning. 
  • What has been decided collectively cannot be done by individuals so
               easily again: This protects your project from being influenced                   

    A first joint workshop always has positive psychological and group dynamic effects on your whole project! 

From now on, every project will be a successful project!

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4. Requirements analysis - this is your groove in project management

"What role does requirements analysis play in project management?" - There is also a short answer to this question: "A supporting one! 

The requirements analysis stands at the very beginning of your project and defines what the object of your project must and must be able to achieve at the end. It brings together - at best - all participants in an initial workshop and clarifies which expectations of the project stakeholders can actually be implemented. And, once its results have been recorded, it is a reliable guide for project management. 

Another important aspect is that the further a project has progressed, the more expensive it will be to make necessary changes due to changing requirements. To avoid this, you should make the requirements analysis an integral part of your projects. 

We also recommend that you plan your projects in a hybrid way, especially in the IT area. Hybrid project management ensures transparent processes and considerably reduces the coordination effort.  


5. Conclusion

The requirements analysis is a real project boost: the objectives are clear, changes in course are minimized and all project stakeholders are satisfied. This makes the requirements analysis an indispensable part of your project management. If you want to learn more, make an appointment for a consultation, just make an appointment for a consultation where you learn more about requirements analysis. We would also be happy to show you examples from our practice. We look forward to your requirements! 

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