Requirements Workshops

What is a Requirements Workshop Typically a one or two day event in which the key stakeholders of the project gather together. The purpose is to gain rapid agreement on a course of action. It is designed to encourage consensus on the requirements. It may be the most powerful technique for requirements elicitation.

Benefits of a Requirements Workshop It assists in building an effective team, committed to one common purpose: the success of the project. All stakeholders get their say; no one is left out. If forges an agreement between the stakeholders and the development team as to what the application must do. It can expose and resolve political issues that are interfering with project success. The output, a preliminary system definition at the features level, is available immediately.

Preparing for the Workshop Selling the concept: There may be resistance, but if you hold it “they will come.” Ensuring the Participation of the Right Stakeholders: It is vitally important that all critical stakeholders attend. (They have probably been identified already.) Attending to Logistics: Making sure that all necessary arrangements have been made in a professional manner will send a message to attendees that this is an important event.

Preparing for the Workshop (Cont’d) Providing warm-up materials: Send out relevant materials ahead of time so attendees can be prepared and be in the right frame of mind. Try to deliver the message that this is not just another meeting. Choosing the facilitator: If possible, have a facilitator who is not a team member. Facilitator should not contribute to the ideas and issues of the meeting. Setting the agenda: The agenda should reflect the needs of the particular project.

Warm-Up Materials Project-specific information: Drafts of requirements documents Bulleted lists of suggested features Copies of interviews of prospective users Reports on industry trends Letters from customers Bug reports from existing system Management directives Marketing data

Warm-Up Materials (Cont’d) Out-of-the-box thinking preparation “Forget about politics” “Forget about past failures” “Forget about problems in the development process” “Think outside the box”

Requirements for a “Team-Member” Facilitator Should have received training in facilitating workshops Should have demonstrated consensus-building or team-building skills Should be personable and well respected by both the internal and external team members Should be strong enough to chair what could be a challenging meeting

Responsibilities of the Facilitator Establish a professional and objective tone for the meeting. Start and stop the meeting on time. Establish and enforce the “rules” for the meeting. Introduce the goals and agenda for the meeting. Manage the meeting and keep the team “on track”. Facilitate a process of decision and consensus making, but avoid participating in the contents. Manage any facilities and logistics issues to ensure that the focus remains on the agenda. Make certain that all stakeholders participate and have their input heard. Control disruptive or unproductive behavior.

Sample Agenda Time Agenda Item Description 8:00-8:30 Introduction Review agenda, facilities, and rules 8:30-10:00 Context Present project status, market needs, results of user interviews, etc. 10:00-12:00 Brainstorming Brainstorm features of the application 12:00-1:00 Lunch Work through lunch to avoid loss of momentum 1:00-2:00 Continue brainstorming 2:00-3:00 Feature Definition Write out two- or three-sentence definitions of features 3:00-4:00 Idea reduction and prioritization Prioritize features 4:00-5:00 Wrap-up Summarize and assign action items

Sample Kick-Off Memo Memo: To: Stakeholders in the __________ project Subject: Upcoming Requirements Workshop From: I am the product [project] manager for the _________ project. The project was [or will be] initiated on ________ and will be completed on its deadline of _________. (We know it, we mean it, and we intend to complete it on time.) As with most projects, it has been difficult to gain consensus on the new features of this application and to define an initial baseline release that meets the needs of our diverse group of stakeholders. (It’s harder than heck to gain agreement on anything with this group, so we’re going to try something a little different. Here’s what that is …)

Sample Kick-Off Memo (Cont’d) In order to facilitate this process, we will be holding a requirements workshop on __________. The goal of the workshop is to finalize the new features for the next baseline release of the product. In order to do so, it’s important that all stakeholders’ inputs be heard. The workshop will be facilitated by ___________, who is an experienced requirements management facilitator. (Since, as stakeholders, we may also be biased, we will have someone from outside the team help us make sure that the workshop is managed in a fair and unbiased way.) Results of the workshop will be available immediately and will be distributed to the development and marketing teams the next day. Your are cordially invited to attend the workshop and to provide the input that is representative of the needs of your [team, department, customer]. If your are unable to attend, we strongly recommend that your send a team member who is empowered to make the decisions representative of your needs.

Sample Kick-Off Memo (Cont’d) (We are going to initiate development the very next day; if you want your input to be heard on this project, be there, or send someone who can speak fro you. In other words, speak now or forever hold your peace.) Included with this memo is a brief description of the currently anticipated features of the product, as well as some reading material about the workshop and brainstorming process. The workshop will last until 5:30 P.M., and we will convene promptly at 8:30 A.M. (This project, and this workshop, is going to be professionally run; to demonstrate this, we have provided some advanced reading material to help you be better prepared. We need you to be there, to contribute, and to help us get this project off to a proper beginning.) We look forward to seeing you there. Sincerely, [Project Leader]

Running the Workshop Problems and tricks of the Trade Running the workshop can be very challenging. It’s helpful if the facilitator has a “bag of tricks”. Brainstorming and Idea Reduction This is the most important part of the workshop. Production and Follow-Up The project leader must follow up on open action items and organize the information for distribution to the attendees.

Workshop Tickets “Late from Break” “1 Free Cheap Shot” “That’s a Great Idea!” “5-Minute Position Statement”

“Late from Break” Ticket Rule: Each participant initially receives one free coupon for being late. Thereafter, participant donates $1 to the penalty box. Objective: Keep the momentum going.

“1 Cheap Shot” Ticket Rule: Each participant initially receives one free coupon for a “ding” or “knock” on a person or department. Thereafter, participant donates $1 to the penalty box. Objective: have a little fun and make people aware of the political issues in the project.

“That’s a Great Idea!” Ticket Rule: Participant initials two “Great Idea” tickets. Participant gives ticket to any participant who provides a great idea. Goal is to spend your coupons. Objective: Give incentive and reward creative thinking.

“5-Minute Position Statement” Ticket Rule: Participant spends coupon at any time. Facilitator gives podium to participant and sets timer. Everyone listens. No interruptions! Objective: Allow for a structured process of an hoc input. Assure everyone gets their say.

Workshop Problems and Solutions Time Management: It’s difficult to get restarted after breaks and lunch. Key stakeholders may return late. The facilitator keeps a kitchen timer for the meeting and times all breaks. Attendees who are late must contribute a “Late from Break” ticket while they have one or pay $1 to the penalty box. Grandstanding, domineering positions The facilitator enforces use of the “5-Minute Position Statement” ticket to regulate input. He or she also creates a “parking lot” list for later discussion of ideas that deserve discussion but are not relevant to the agenda item.

Workshop Problems and Solutions (Cont’d) Lack of input from stakeholders The facilitator encourages attendees to use their “5-Minute-Position Statement” tickets and their “That’s a Great Idea!” coupons. Make it clear that no one should leave the workshop without having used the tickets or received a “That’s a Great Idea!” coupon from others. (Suggestion: Make a simple reward for the use of each one.) Negative comments, petty behaviors, and turf wars. Use “1 Free Cheap Shot” tickets until the participants don’t have any more; thereafter, have them make charitable contributions to the box (the group decides how much). Flagging energy after lunch Do whatever you can do to keep things moving. Serve a light lunch, provide mid-afternoon snack breaks, move the furniture, rearrange the participants’ seating, change the lighting or temperature.