5 Ways to Gather Project Requirements

All projects start with requirements – after all, you have to know what it is you are about to deliver before you can start work. But how do you get those requirements? You may be lucky and find that you are asked to work on a project where the requirements are already clearly defined. Perhaps the business needs make the requirements really straightforward, or perhaps a business analyst has already gathered them and prepared the project scope information.

On the other hand, you may be handed a vague brief and asked to finalize the project scope yourself. In that case, you will have to work with all the key stakeholders to identify the important elements of project scope and prepare the project requirements. You can do this with your team members as they will probably have their own ideas of what needs to be included in the scope of the project. However you go about it, you need some techniques in order to be able to capture everything, so here’s 5 ways to gather project requirements.

1. Interviews

One of the easiest ways to gather project requirementsis to arrange one-to-one interviews with the major stakeholders. You can take as much time as you need to sit with them and work out exactly what it is that they are after from the project. Have a list of standard questions but be prepared to be flexible as you may find that the discussion strays away from your list and on to other related subjects. This is good, as it shows that the stakeholder has a clear idea of what they want. However, it is worth setting expectations in interviews like these, as if you don’t you could leave your interviewee thinking that they will get everything they asked for, which is unlikely to be the case!

The downside of interviews is that they can be quite time consuming. They also have the disadvantage of more admin work for you as you will need to collate all the interview output into one single document once you have completed all your interviews. You may also find that you uncover competing or conflicting priorities, which can be difficult to manage. The consolidation exercise at the end of a round of interviews can be as absorbing as the interviews themselves.

2. Focus Groups

A focus group is where you get a core group of stakeholders together. Focus groups are traditionally used with customers, so you could invite the end users of your product to a session to discuss how they see themselves using it. This works well when you have a tangible product such as a piece of software or an item, especially if you can show them a mock up during the session.

Despite the name, focus groups can be a bit unfocused, so think carefully about what you want to get out of the session. If you can come up with a list of structured questions and you facilitate the group well, the focus group format can be very beneficial in working out how customers want to interact with your product and therefore in getting some decent requirements out of the time.

3. Workshops

A workshop is similar to a focus group, althoughthey typically have more people and are internally-focused. You might invite a customer representative, such as someone from Customer Service or Sales, but generally you wouldn’t have end users present. Workshops are highly interactive, so you can use all your facilitation techniques to help people think about what they want from your project. This could include brainstorming, working in small groups and reporting back, thinking about ‘what if?’ and any other techniques you can think of to make sure that you use the time to get the most comprehensive list of requirements possible.

As this is an internal group and hopefully you have invited people with decision making authority, you can also use the time to prioritize the requirements that have been identified. If you can get the group to a point of consensus on what should be in scope and what is just a nice to have, then you will have made excellent progress on defining the project requirements.

4. Over the Phone

It is possible to talk to your key project stakeholders over the phone, either individually or on a conference call. This is one more way to gather requirements but frankly it is better for checking understanding and getting final agreement than it is for brainstorming. It is much better to talk about requirements when you are all in the same room as this aids understanding. Conference calls can be a very frustrating place for discussing new things and without the ability to jump up and draw something on a flip chart it can be difficult to get your point across. It can also be tricky to facilitate the call effectively so that everyone has equal time to speak, and that is easier to do in a face-to-face setting.

Avoid conference calls if you can, but if you need to use them to check understanding later, try to use them sparingly.

5. Using Collaboration Software

Collaboration software is a lot better than conference calls

Collaboration software

for eliciting requirements, but not quite as good as meeting up face-to-face. The good thing about collaboration software is that you can capture the output electronically as you go. You could even record the whole meeting and make it available for others to playback later.

An alternative way to use the collaboration features of software is to have your software open in the meeting and use it to capture the discussion in real time. This will save you an admin overhead later as you don’t have to prepare minutes, and it means that everyone will be able to log in and see the output directly after the meeting. When you have a finalized requirements document, you can also upload that to your collaboration software and everyone will be able to comment on it until final agreement on the project scope is reached.

Capturing requirements can be a challenge, and the most practical way to go about it is to use a combination of these methods. Then write up all the requirements that have been identified as a list, and work with your stakeholders again to prioritize them. Most of the time you will find that you have been asked to consider far more requirements than is practical to include, so something will have to be dropped out. Getting consensus on what to leave out is probably the hardest thing of all, so ask your sponsor to help arbitrate if discussions get difficult! You can also suggest running a Phase 2 of your project if there are enough sensible requirements to warrant it.

Take your project requirements and turn them into a structured task list using ProjectManager.com. Simply upload your list, add any additional tasks as necessary and start allocating the work to your project team members. It makes it really easy to get started building your project schedule and Gantt chart.

The 5 Skills You Need as a Project Manager

Managing a project is a challenging task. But if you can master these 5 skills, then you're well on your way to project success...

1: Planning
Every Project Manager has to become a great planner. You need to plan your project, the tasks entailed, resources, equipment and materials needed. Create a bullet proof Project Plan at the start of each project and measure progress daily.

You also need to plan your team's tasks for the week and check that those tasks are being completed every day. You job is simple-you feed your team with work from your plan, and you track and measure progress. That's what being a Project Manager is all about.

2. Prioritization
You are the one person on your project who needs to be an expert in prioritization. Every day, your team will struggle to manage priorities because there will always be too much to do. Your job is to give them crystal clear priorities every week, to help them manage their day. It keeps stress levels low and helps them work efficiently.

Without clear priorities, your project will be like a ship without a rudder. Coasting along inefficiently, without a precise direction in mind.

3. Delegation
You can't do everything. You might be capable, but there won't be enough hours in the day. So you need to become a great delegator. If tasks arise that others can do, then delegate them. Your job is to keep the ship on its course, not man the engines.

Delegate even the smallest of items, as they still require attention and focus. Delegate even when you could do something better or faster than your team. The only time not to delegate is when there's no-one to delegate to. Even then, see if you can get budget to hire another person to help you out. Remember-you can't do it all.

4. Leadership
Great Project Managers are great leaders. They set the course, lead the team in the direction required, they motivate team members individually and look after their welfare.

Great leaders know what it is that motivates their people. They put them in roles they enjoy and are naturally talented at. They listen and they genuinely care. To inspire your team to achieve success, you need to become a great leader.

5. Communication
As a team member, you need to know what has to be done, how and by when. That's where the Project Manager's communication skills come into play. You have to constantly communicate the goals, timeframes and set expectations to your team.

Then communicate feedback as progress happens. Tell people directly where they are going right and where they need to improve. Communicate clearly and concisely. Follow up in writing when it's important, so you don't have to remember everything said.

So that's it. If you can plan, prioritize and delegate your work as well as communicate and lead, then you will become a top notch Project Manager.


You need a suite of online tools at your fingertips, to help you manage projects and that's where ProjectManager.com comes in. It helps you plan your tasks, prioritize your work and communicate status.

Why Does a Project Need a Project Manager and a Business Analyst?

The best way to guarantee success of any type of project is to have a strong, experienced Project Manager and a strong, experienced Business Analyst. These two individuals, working together from the beginning of the project, set the stage for success by accurately planning and clearly defining the expected outcomes. Both roles are necessary because they are each responsible for a different set of tasks and they each possess a set of skills that complement each other. The two roles are closely tied, but exactly what are the similarities and differences, and why does a project need both? In many organizations, one individual is being asked to play both roles. This article discusses the importance of assigning different individuals to each role to ensure project success. Why Does a Project Need a PM and a BA?

Having both a Project Manager (PM) and a Business Analyst (BA) is critical to a project’s success. Each role provides specialized capabilities that make the difference between whether a project succeeds or struggles. PMs and BAs each have unique skills and knowledge areas that, when used together, produce a high quality product. They both want the project to be successful and want to satisfy their customer – the Executive Sponsor. They both understand the ultimate goal of the project – to meet the project objectives. They each work on their own tasks within the project to achieve these objectives. There are some areas of a project where the PM and BA work together or serve as a back-up for each other. There are many other areas where the two individuals diverge and do very different types of tasks.


The Project Manager

• Is usually the first person assigned to the project.

• Is responsible for planning the project and ensuring the team follows the plan.

• Manages changes, handles problems and keeps the project moving.

• Manages people, money and risk.

• Is the chief communicator of good or bad news to the Business Sponsors and IT Management.


The Business Analyst

• Is usually assigned to the project after it has started.

• Is responsible for bridging the gap between the business area and IT.

• Learns the business inside and out.

• Essentially serves as the architect of effective business systems.

• Is viewed inconsistently across the industry in regard to job title, definition and responsibilities.

Women, beware of your PC

Article from TechGIG.com.....
This, is the age of computers and digital technology. Where on one hand one does not mind spending time on our PC's, do we realize that this can lead to what is popularly known as 'computer face'. 
This has been an increasing phenomenon since a lot of women work on computer for long hours. A U.K study by British cosmetic surgeon, Dr. Michael Prager, has proved the same. 
Watch out woman! Sitting infront of your computer screens for long hours results in sagging jowls because of sitting in one position for a long time.Women do not realise that they are concentrating so hard that they end up frowning most of the times. 
Deep frown lines on their forehead or wrinkles around their eyes are what most women fear, bu then are they actually aware of the real culprit? Another common afermath of this is having a 'turtle neck' or a second neck because of looking down at the screen for long. The neck muscles start becoming short and saggy because of this, adding up to 10 years of a woman's actual age. 
No wonder women are rushing to cosmetic surgeons for a face lift or a neck lift. But living in a world of computers how can you actually save yourself this scary state? There are some common things one has to keep in mind while working on a pc: 
1. Do not stare at the screen for long. 
2. Try moving your neck muscles in every half hour. 
3. Get up from your chair and take a stroll around. 
4. Shift and adjust your body while sitting in your chair. 
5. Move your shoulders in regular intervals. 
6. Try not slouching infront of the screen. 
7. Move your face muscles if you feel if you have had the same expression for a long time. 
Expert analysis Cosmetic surgeon and consultant Dr. Anshuman Manaswi states that using a computer for long hours at a stretch will result in not only skin damage but a lot of other problems, "Women sitting in a particular position for long end up spoiling their posture. 
Straining your eyes for long, no movement of neck muscles, no shoulder movement can be very harmful. "Exercising your upper body while sitting or taking short breaks in between is suggested by UK based cosmetic surgeon Dr Prager, which Dr Manaswi too agrees. He goes on to say," When we do not flex our face muscles they retain a shape which we least expect. In severe cases one has to go in for medical and surgical methods." 
Viewing this from a scientific point of view, Dr Mohan Thomas, cosmetic surgeon says, "The major reasons for change ion skin are expressions while working on a PC and the electromagnetic waves coming from the computer screen. 
These facial lines come because you are seriously engrossed in work that you tend to forget about your facial expressions. Secondly the electromagnetic radiation affects the pores of the skin. The best way to prevent this is to wash your face after using the computer and moisturise it accordingly with a gentle massage."

Why Projects Fail?

There are a variety of reasons why projects fail. The good news is that they are often within your control. So read on, to learn the top 10 reasons for project failure and what you can do about them.

1.    Insufficient resource
The Project Manager was given insufficient resources and budget at the start of the project. If you don't have the level of resources or budget you need, then tell your Project Sponsor quickly.

2.    Impossible deadlines
The deadline for the project was always impossible to achieve. The Project Manager should have told the sponsor at the start of the project and fought to have the deadline extended. You not only need to have sufficient time to deliver your project, but you also need contingency in case things take longer than expected.

3.    Poor communication
The Project Manager fails to communicate the status of the project to the team and sponsor. So everyone thinks the project is going smoothly until the deadline is missed. You need to tell people early if its slipping. Don't hide it. By telling people you're running late, you give them the opportunity to help get it back on track.

4.    Lack of focus
The team don't really know what is expected of them, so they lack focus. They are given a job to do but not told what is required and by when. Everyone in your team should have regular goals to meet, they should have deadlines and you should be monitoring their progress at every step in the journey.

5.    Low morale
The project team lack motivation, so nothing is delivered on time. If you want someone to deliver within a set timeframe, then you need to motivate them to do it through reward and recognition. And you need to be highly motivated yourself. Only by being healthy, relaxed and truly motivated can you inspire others to be.

6.    Sponsor support
The Project Manager gets very little support from their sponsor. There is no-one available to help solve problems or provide further resource or money when it's needed. If you lack sponsor support, then you need to tell your Project Sponsor about it. Be open and frank with them. Tell them what you need and by when.

7.    Scope creep
The scope of the project keeps changing, so you never really have a fixed set of deliverables. Every time it changes, you lose time and resource, so Change Control is critical. The scope needs to be clearly defined and then a process put in place to ensure that change requests are formally approved.

8.    Lengthy timeframes
The project timescale may simply be too long. Over time your customer's requirements will change, so you need to break your project into smaller chunks and deliver each as a project on its own.

9.    Lack of tools
Not having the right tools to get the job done can also be a problem. Using good quality tools such as templates, processes and a project methodology will lead to project success.

10.   Customer involvement
Lack of customer involvement has proved fatal on many projects. You need to involve your customer throughout the project to ensure that what you are building will meet their requirements. Remember, only if your customer is truly satisfied will your project be a success.

Tips for Implementing Project Methodologies

"What is a methodology"?
A methodology is a step-by-step method for delivering projects. It describes every step in depth, so that you know what you have to do to deliver your project. By following the same steps for every project you undertake, you'll save time and effort on projects.


"How do I select a suitable methodology?"

The first step is to define your requirements. You need to think about what it is that you want from your methodology, the type of content it should contain and the way in which you intend to use it.

For instance, your requirements might be as follows:

• It needs to contain a complete Project Life Cycle
• Every step in the life cycle should be described in depth
• Each step should have practical templates and examples to help to complete the step quickly and easily
• It needs to be based on worldwide project standards
• It should suit all project types and sizes
• It should be easily customizable.

The next step is to review the methodologies used currently by your organization. Why reinvent the wheel if you have something that works in-house? Look at every methodology used and compare them to your requirements to see if there is a good fit.

If there isn't a good fit, then you need to look at purchasing a suitable methodology toolset. Start by searching the term “project management methodology” in Google and comparing each methodology you find against your requirements.

If you find a methodology that has an 80% fit, then that’s great. Just make sure you can customize the remaining 20% to meet your requirements.

Where you can’t find a suitable methodology toolset, your only option may be to develop a methodology from scratch. This will be more time consuming and expensive than adopting an existing internal methodology or purchasing a third-party methodology.

"How do I implement my selected methodology?"
Whether you've purchased or built your methodology, the next step is to implement it for your organization. This involves:

1.    Creating an Implementation Plan.

2.    Customizing your methodology for each project.

3.    Training your team to use the methodology.

4.    Making sure your team follow the methodology.

5.    Constantly improving the methodology.

And there you have it. By selecting and implementing a methodology for your projects, you can complete tasks faster and more easily.

10 Tips for Project Success

1.    Starting out: Make sure that when you start out your customer defines their requirements in depth. You need to know exactly what it is that must be delivered, to who and when. Make it specific, write it up formally and get them to sign it off. This document will become the basis upon which to measure your success.

2.    Customers: Involve your customers throughout the entire project life cycle. Get them involved in the analysis and planning, as well as execution. You don't have to seek their approval, just keep them informed. The more you involve them, the greater their level of buy-in and the easier it is to manage their expectations.

3.    Timeframes: Keep your delivery timeframes short and realistic. Never agree to lengthy timeframes. Split the project into “mini-projects” if you need to. Keep each mini-project to less than 6 months. This keeps everyone motivated and focused.

4.    Milestones: Break your project timeframe into "Milestones" which are manageable pieces of work. Add delivery deadlines to your milestones and try to deliver on every deadline, no matter what. If you're late, tell your customer about it as early as possible.

5.    Communications: Make sure you keep everyone informed by providing the right information at the right time. Produce Weekly Status Reports and run regular team meetings.

6.    Scope: Only authorize changes to your project scope if there is no impact on the timeline. Get your customers approval to important scope changes first and then get their buy-in to extend the delivery dates if you need to.

7.    Quality: Keep the quality of your deliverables as high as possible. Constantly review quality and never let it slip. Implement “peer reviews” so that team members can review each other’s deliverables. Then put in place external reviews to ensure that the quality of the solution meets your customer's needs.

8.    Issues: Jump on risks and issues as soon as they are identified. Prioritize and resolve them before they impact on your project. Take pride in keeping risks and issues to a minimum.

9.    Deliverables: As each deliverable is complete, hand it formally over to your customer. Get them to sign an Acceptance Form to say that it meets their expectations. Only then can you mark each deliverable off as 100% complete.

10.  Your team: Great projects are run by great teams. Hire the best people you can afford. Spend the time to find the right people. It will save you time down the track. Remember, good people are easy to motivate. Show them the vision and how they can make it happen. Trust and believe in them. Make them feel valued. They will work wonders.

And that's it. With these 10 tips you can boost your project success.

55% of Employees Think Their Managers Are Incompetent

55% of Employees Think Their Managers Are Incompetent

A survey of 2,000 workers across the UK revealed that there is a crisis of confidence in the workplace. Here are some of the findings compiled by the Chartered Management Institute:

• 55% of employees don't think their managers have the ability and confidence to effectively do their jobs
• 74% of employees are making decisions they don't feel qualified to make
• 43% are afraid to approach their bosses with their concerns

·         One in ten blame their boss for their declining health

"It may be that the recession has created a 'blame culture' where bosses are scared to make decisions and their charges are scared to ask for help for fear of being seen as incompetent," says Ruth Spellman, chief executive of the Institute. "Managers need to demonstrate they are secure in their ability to make wise, and sometimes brave, decisions if they are to engage their team and encourage them to succeed."

Currently there are 4.8 million managers in the UK, and more than 800,000 new jobs will be created in management by 2017.

Give Employees More Control If You Want Them To Be Happy

Give Employees More Control If You Want Them To Be Happy

Employee attitudes typically reflect the moral of the company. In areas of customer service and sales, happy employees are extremely important because they represent the company to the public. Satisfaction, however, is not linked solely to compensation. Sure, a raise or benefits will probably improve employee contentment, at least temporarily, but small, inexpensive changes can have a long-term impact.

Zappos.com CEO Tony Hsieh's book Delivering Happiness suggests that employers should follow the science of happiness. The book stresses the importance of happy employees. Since the publication of this New York Times Best Seller, Hsieh has expanded his message from to a bus tour to an entire movement.

On her happiness project blog, Gretchen Rubin, author of The Happiness Project, identifies seven areas to improve happiness in the workplace. While employees can tweak their habits to improve happiness, employers can also make small changes to the seven categories. A little bit of effort can lead to happy, efficient, and loyal employees.

Give Employees More Control

"Happiness is affected by [employee's] sense of control over their lives," says Rubin.

Employers should look for ways to give employees more control over their schedules, environment, and/or work habits. For instance, employers could offer alternative work schedules such as flextime or telecommuting. Today's employees have demanding schedules outside of work, and many workers appreciate a boss who considers work-life balance. Because every person's obligations outside of work are different, customized schedules are a great way to improve employee satisfaction.

Employers should also encourage employees to customize their workstations. This could include décor and/or equipment. This not only gives employees control over their work environments, but it can ease personal barriers such as back pain or eyestrain. In addition, studies show that certain colors or décor can improve happiness. Employees will be able to create a place they enjoy working in rather than being stuck in a bland office cubicle.

Another way to give employees a sense of control is to create employee-driven competitions such as sales competitions. These activities put employees in control of their success. Each employee can set personal goals, and they will feel a sense of accomplishment rather than obligation.

Ease Commuting Stress

According to the U.S. Census Bureau, 86.5% of workers over the age of 16 drive to work, whether carpooling or driving alone. 

"Bad commutes are a major source of unhappiness. People feel frustrated, powerless, and stressed," states Rubin.

Employers should consider ways to decrease commuting stress. For instance, employers could stagger work times to avoid heavy traffic. Review beginning and ending times and determine if the specific times or the amount of people arriving at each time can be adjusted. In addition, review late arrival policies. If employees are severely reprimanded for arriving late, they will be much more stressed during a bad commute and will arrive at the office miserable. 

Stop Wasting Time

Another possibility is to offer telecommuting options. This eliminates the necessity of commuting and allows employees to work where they are most comfortable. Telecommuting also has a variety of benefits for the employer such as reduced costs. 

Tight deadlines are another major sources of stress for many employees. Employers can ease this stress by freeing up more time. For instance, employers can make meetings shorter and more efficient. Consider tricks that sound silly but are actually effective such as having a meeting with no chairs. People will be more likely to stick to the necessary agenda when they have to stand the entire meeting. 

Whenever possible, substitute conference calls for meetings. To reduce unnecessary chitchat, make calls before lunchtime or at the end of the day. People will want to cut to the chase, so they can go to lunch or get home. 

Another idea is to create organizational systems that improve efficiency. Clutter and confusion are major time zappers. Organized offices and systems ease stress, save time, and increase productivity.

Encourage Social Connections

Socialization is a key component of happiness. "Interacting with others gives people a boost in mood – surprisingly, this is true even for introverts," writes Rubin.  

Employers should find ways to encourage social relations. Consider an office arrangement that fosters communication. Arrange workstations so employees can see each other and talk.

Employers can also encourage office celebrations for holidays and birthdays. These celebrations do not need to be expensive. It can be as simple as asking everyone to bring in a covered dish. Even when there is no reason to celebrate, encourage employees to eat lunch together. Provide a comfortable eating area.

Socialization is not limited to office hours. Encourage out of office socialization such as volunteer programs. This gives employees a change to develop relationships outside of the office while promoting the company in a positive way. Community service is a great way to build a positive reputation, and it is a happiness booster for employees.

"Those who work to further causes they value tend to be happier and healthier, experience fewer aches and pains, and even live longer," says Rubin.

Promote Good Health

Poor health is not only damaging to employees, it is detrimental to businesses. "Corporations pay a heavy cost for stress-related illnesses, such as hypertension, gastrointestinal problems, and substance abuse," says Rubin.

"Up to 90% of all doctor visits in the United States are for stress-related illnesses," according to Dr. Mehet Oz of the Dr. Oz Show.

Chronic stress has a variety of negative side effects such as weight gain, lower immune system, increased risk of disease, and fatigue. Employers should encourage employees to reduce stress levels and improve their overall health.

The first step is to educate employees on health topics. Provide reading materials or offer seminars. People can't make positive changes if they don't know what to change.

Once employees know about health topics such as stress, exercising, and healthy eating, start a health related competition such as the Biggest Loser. This offers employees motivation and a support system. If the entire office is involved, employees will be more likely to accomplish their goals.

To help employees make positive lifestyle changes, have a kitchen equipped with a refrigerator and microwave to prepare healthy meals. Research shows that preparing food is healthier than eating out. Also, encourage breaks throughout the day. Even small amounts of exercise throughout the day are beneficial.

According to Dr. Oz, "Exercise releases serotonin and dopamine, the feel-good hormones that become blocked during stress. Walking stairs is a great workout. One study showed that walking stairs 7 minutes a day reduces the risk of heart disease by two-thirds."

If possible, offer a company discount on gym memberships. This will encourage employees to make positive choices outside of the office and to exercise regularly.

Create an Atmosphere of Growth

Jobs are more than a source of income. Jobs are a venue for employees to grow and learn. In a survey about employee motivation, employees ranked job characteristics that motivated them. Surprisingly, high wages and promotion were not in the top three. Instead, the number one desire was "Full Appreciation of Work Being Done."

Employers can create an atmosphere of growth by providing training, acknowledging benchmarks, and celebrating accomplishments. Employers should also encourage employees to take risks and learn new skills. Employees will become bored and lose motivation if they are never given an opportunity to expand their skills and responsibilities.

Break Up Routines

Surprises add spark to all areas of life, including the workplace. "Even a small treat can boost people's happiness – and people get a bigger kick from an unexpected pleasure," says Rubin.

Employers should look for small ways to surprise employees. For instance, you can occasionally bring in a special treat such as coffee or baked goods. Small gestures show employees that you appreciate their time.

Another idea is to host an office party for a quirky holiday. Employers could even allow employees to create a holiday. Again, this does not need to be expensive. The keys are breaking up the routine of the workweek, promoting socialization, and demonstrating your appreciation.

Also consider an office give-away. You can hold a raffle or competition to motivate employees. The prize can be as simple as a gift card or as extravagant as a vacation.

If you don't think you need to improve employee satisfaction, read all the comments from dissatisfied employees on message boards such as Yahoo.

One user states, "I believe companies want good employees that work hard and are loyal but they will never get this because of the way they treat their employees."

Prove these disgruntled employees wrong. Be the best boss you can be and strive to improve happiness in the workplace. Your extra effort may just lead to a better a business.

This post originally appeared at Inc. To read more, check out:

The Best Industries to Start and Grow a Business in 2011 > > 
Jason Fried: Why I Run a Flat Company > >

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