How to Document Requirements - How to write better requirements [Business Analyst Training]

Karaleise | Business Analyst Training

11 Aug 202116:49

Summary

TLDRThe video script offers a comprehensive guide on how to document requirements for a project. It emphasizes the importance of understanding the problem, conducting research, and engaging with stakeholders through interviews and observation. The speaker, with over 10 years of experience as a business analyst, shares practical tips and a template for creating a business requirements document. The example of documenting requirements for a new sandwich at Subway is used to illustrate the process, highlighting the iterative nature of refining solutions and the ease of writing requirements once the problem and solution are well understood.

Takeaways

📝 Documenting requirements begins with understanding and defining what constitutes a requirement.
🔍 Start by researching existing documentation such as help files, manuals, project documents, and online resources.
🥪 Use real-world examples, like documenting requirements for a sandwich, to illustrate the process of identifying requirements.
🤔 Always question the 'why' behind a project to understand the underlying problem that needs solving.
🗣️ Conduct stakeholder interviews to gather insights and validate your understanding of the problem and potential solutions.
👀 Implement observation to gain firsthand experience of the process or product you are documenting requirements for.
💡 Conceptualize solutions based on your research, interviews, and observations before attempting to write requirements.
📋 Once the problem and solution are clear, writing requirements becomes easier by following a structured template.
🔗 Use a template to organize your requirements document with clear sections, headings, and bullet points.
🌟 Tailor the requirements to the specific needs of the project and ensure they address the identified problem effectively.
📈 Consider the iterative nature of requirements documentation and be prepared to refine them based on feedback and validation.

Q & A

What is the first step in documenting requirements according to the video?
-The first step is to review the documentation that already exists. This could include help files, manuals, project documents, wiki pages, Google search results, meeting recordings, and company websites.
Why is it important to understand the 'why' behind a project?
-Understanding the 'why' behind a project is crucial because it helps to ensure that you are solving the right problem. Knowing the purpose and the intended outcome guides the creation of effective and accurate requirements.
What are some ways to uncover requirements for a project?
-Uncovering requirements can be done through various methods such as researching existing documentation, observing processes and users, and conducting stakeholder interviews to get validation and feedback.
How can you ensure that the requirements you document are relevant to the stakeholders?
-By conducting stakeholder interviews and engaging in discussions with various people involved in the project, such as project managers, product managers, and end-users, you can gather diverse perspectives and ensure that the documented requirements address their needs and concerns.
What is the role of observation in the requirements documentation process?
-Observation plays a critical role as it allows you to experience the user's journey firsthand, understand the processes involved, and identify pain points. This practical knowledge aids in conceptualizing solutions and writing requirements that are practical and user-centered.
How does the video suggest coming up with solutions for the requirements?
-The video suggests that after understanding the domain, identifying the problems, and comprehending the user's journey, you can conceptualize solutions. This involves brainstorming and ideation to address the issues uncovered during research and stakeholder discussions.
What is the recommended approach to writing requirements once you have a solution in mind?
-The recommended approach is to follow a template that outlines the necessary sections for a business requirements document. Breaking down the solution into manageable chunks, indenting, numbering, and detailing each requirement clearly and concisely.
How can the business requirements document template from the speaker's website be beneficial?
-The template provides a structured format with all the necessary sections and an example to follow, making it easier for someone to document their requirements. It streamlines the process and ensures that important details are not overlooked.
What are some follow-up actions suggested in the video after documenting the requirements?
-After documenting the requirements, it is suggested to get buy-in from stakeholders, executives, product managers, and project managers. This involves an iterative process to get sign-off on the solutions and requirements before moving forward with implementation.
What additional topics are mentioned in the video as areas for further exploration?
-The video mentions further exploration into high-level versus detailed requirements, writing requirements in a document versus as user stories, and other related topics which are covered in other videos on the channel.
Why is it important to not rush into writing requirements without understanding the problem and solution?
-Rushing into writing requirements without a deep understanding of the problem and a conceptualized solution can lead to failure. It is crucial to have a clear picture of what is being solved and how it will meet the needs of the users and stakeholders to ensure the success of the project.

Outlines

00:00

📝 Understanding the Requirement Documentation Process

This paragraph introduces the challenge of documenting requirements for a project. It describes the initial overwhelm and anxiety that comes with being tasked to document requirements without knowing where to start. The speaker, Carolees, introduces herself as an experienced business analyst and assures the audience that she will guide them through the process of not only documenting but also uncovering requirements. She mentions the resources available on her YouTube channel and website, and encourages the audience to engage with her content.

05:02

🔍 Researching and Identifying Requirements

In this paragraph, the speaker emphasizes the importance of research in understanding and identifying requirements. Using the example of documenting requirements for a sandwich, she explains how reviewing existing documentation, such as definitions and menu options on the Subway website, can provide valuable insights. The key takeaway is that documentation can come in various forms, and researching these sources is the first step in the requirements documentation process. The speaker also encourages the audience to like, subscribe, and comment on the video to gain more value and interact with the content.

10:03

🤝 Engaging with Stakeholders

This section highlights the crucial step of engaging with stakeholders to validate the understanding of the problem and the requirements. The speaker suggests conducting interviews with different stakeholders, such as employees, managers, and customers in the context of the Subway sandwich example. In a corporate setting, this could involve talking to project managers, product managers, internal staff, vendors, and end-users. The goal is to gather diverse perspectives and ensure that the requirements being documented accurately address the needs of all stakeholders involved.

15:04

👀 Observing and Conceptualizing Solutions

The speaker stresses the importance of observation and hands-on experience in truly understanding the user's journey and the problems to be solved. By observing how sandwiches are made at Subway or how software is used in a tech setting, one can gain insights that lead to effective requirements. The paragraph then transitions into the process of conceptualizing solutions based on the understanding of the domain, the user's journey, and the identified problems. The speaker provides an example of how a lack of variety for vegan customers could lead to the conceptualization of a vegan menu, emphasizing the iterative nature of this process and the need for stakeholder buy-in.

✍️ Writing the Requirements

The final paragraph focuses on the actual process of writing the requirements, which becomes easier once the problem, customer, and solution are well understood. The speaker provides a template for a business requirements document and explains how to use it, including breaking down the solution into manageable chunks and numbering them accordingly. She uses the example of adding a vegan sandwich to the Subway menu to illustrate how to write detailed and specific requirements. The speaker concludes by encouraging the audience to watch the next video for further insights on high-level versus detailed requirements and the use of user stories.

Mindmap

Keywords

💡documenting requirements

The process of capturing and recording the specific needs and expectations of stakeholders for a product or service. In the video, this is the central task the speaker is addressing, providing guidance on how to effectively document these requirements to ensure the project meets its objectives.

💡business analyst

A professional role responsible for helping organizations improve their business processes, systems, and software by analyzing, documenting, and managing requirements. The speaker, Carolees, identifies herself as a business analyst with over 10 years of experience, positioning her as an expert in the field.

💡stakeholders

Individuals or groups who have a vested interest in the project's outcome and can influence or be affected by its results. The video emphasizes the importance of engaging with stakeholders to understand their perspectives and needs, which is crucial for documenting accurate requirements.

💡research

The act of gathering information and data relevant to the project to better understand the context and needs. In the context of the video, research is the first step in the requirements documentation process, where existing documentation, help files, manuals, and online resources are reviewed to uncover potential requirements.

💡problem-solving

The process of identifying, analyzing, and resolving issues or challenges to meet specific objectives. In the video, problem-solving is integral to understanding the 'why' behind the project and what problems the new product or feature aims to address.

💡observation

The act of watching and studying a subject closely to gain insights and understanding. In the context of the video, observation involves experiencing the process or product firsthand to better comprehend the user's journey and identify pain points.

💡templates

Preformatted documents or frameworks that provide a structure for organizing and presenting information. In the video, templates are mentioned as a tool to facilitate the documentation of requirements by offering a pre-defined format that ensures all necessary sections are included.

💡iterative process

A repetitive process of refinement and improvement, often used in project management and product development. In the video, the iterative process refers to the ongoing refinement of solutions and requirements based on feedback and validation from stakeholders.

💡user stories

Short, simple descriptions of features from the perspective of an end-user. They are used to capture requirements in an Agile development environment. The video hints at the use of user stories as an alternative way to document requirements, focusing on the user's needs and goals.

💡project management

The practice of initiating, planning, executing, controlling, and closing projects to achieve specific goals and meet stakeholder expectations. The video touches on project management by discussing the importance of understanding the project's objectives and the role of various project personnel in the requirements documentation process.

💡business requirements document

A formal document that outlines the business needs and objectives that a project or system is intended to meet. It serves as a key reference for project teams and stakeholders. In the video, the creation of a business requirements document is the ultimate goal, where all the insights and research are compiled to guide the development process.

Highlights

The importance of understanding where to begin when documenting requirements for a project.

The overwhelming feeling one might experience when faced with the task of documenting requirements for the first time.

The introduction of Carolees, a business analyst with over 10 years of experience, who offers guidance on documenting requirements.

The definition of a requirement as a feature essential for a product or service to be useful to stakeholders.

The use of the subway sandwich example to illustrate the process of understanding and documenting requirements for something unfamiliar.

The importance of researching and reviewing existing documentation to uncover requirements.

The necessity of understanding the 'why' behind a project or product before attempting to document requirements.

The value of conducting stakeholder interviews to gain insights and validate assumptions about the problem being addressed.

The practical application of observation to gain firsthand experience and understanding of the user's journey and the operational processes.

The process of conceptualizing solutions based on a thorough understanding of the domain, problems, and user experience.

The iterative process of getting buy-in and sign-off for proposed solutions from stakeholders and executives.

The ease of writing requirements once the problem, customer, and solution are thoroughly understood.

The availability of a business requirements document template on Carolees' website to aid in documenting requirements.

The structure and content of the business requirements document template, including sections and an example.

The transition from understanding the problem to writing requirements, made easier by the comprehensive preparatory work.

The mention of additional topics such as high-level versus detailed requirements and user stories, which are covered in other videos.