Clear Requirements = Clear Results
The Cost of Poor Requirements
Similar Is Not the Same
Understanding that poor requirements often lead to poor outcomes is a good start. Acting on that knowledge is the hard part. It takes patience, resources, time, and process. Those are things small and mid-sized businesses often struggle to dedicate when moving quickly.
Many SMBs operate on instinct and experience to make solution selection decisions, but those shortcuts create risk. What works in one situation may not work in another. Every company has its own nuance that impacts the solution needed.
Here are just four examples of factors that can affect which solution is truly the best fit:
- Team member capability
- Surrounding systems, integrations, and feature pairing
- Process maturity
- What sets your company apart from competitors
How to Properly Gather and Align Requirements
There are many frameworks, tools, and methods to support requirements gathering. That's because this work is more complex than it appears on the surface. You get out what you put in, and poor requirements can be even more damaging than having none at all.
Here are three common methods we recommend depending on the nature of your project.
1. BABOK for large-scale, complex initiatives
This method is ideal for efforts with many teams, multiple systems, regulatory considerations, or deep integration needs. It works well for initiatives like ERP selection, systems with high amounts of regulatory compliance, and solutions that significantly cross multiple departments.
This is a deep and structured process. The person leading it should have experience that matches the complexity of the system.
Pros:
A comprehensive approach that focuses on stakeholder alignment, process clarity, and traceable documentation. It is flexible in execution while maintaining high standards for rigor and quality.
Cons:
Can be overwhelming without formal training or experience. Progress may feel slow for teams that are used to quick iterations. Stakeholders may struggle to stay engaged without clear short-term results.
2. Use Volere when precision matters
Volere is a strong choice when precision is essential. It is structured, exacting, and best suited for high-risk or custom-built systems where accuracy cannot be compromised.
Think of systems for finance, healthcare, data processing, or safety compliance.
The template helps structure the process, but knowing how to ask the right questions and uncover specific needs takes skill and training.
Pros:
A highly detailed framework designed to uncover and document exact needs. Includes built-in validation for clarity, testability, and completeness. Ideal for projects that require full accountability.
Cons:
The process is rigid and creates a large volume of documentation. Stakeholders need to commit to deep levels of detail, which can be time consuming and slow down project kickoff. Leadership teams may feel disconnected if they are not involved directly.
3. User Story Mapping from Agile
This method works well when a solution will be developed or delivered in stages. It emphasizes how users interact with the system and focuses on human needs over technical complexity.
Think of web apps, digital tools, and front-end experiences. This is ideal for systems where usability and customer journey are the primary focus.
With a basic template and light guidance, teams can get started quickly. For long-term use, a trained facilitator helps maintain consistency and alignment.
Pros:
Builds common understanding using clear language. Focuses on real-world user behaviors and needs. Supports iterative delivery with flexibility to refine and reprioritize along the way.
Cons:
Does not always capture technical or architectural requirements well. Easy to use as a one-time tool, but harder to maintain over time without experience. Teams can lose focus without someone steering the process intentionally.
The Bottom Line
Requirements gathering has a direct impact on the success of your project. A structured and thoughtful approach increases clarity, reduces risk, and makes the implementation smoother. Whether you use one of these methods or combine elements from a few, putting in the time up front is worth the effort.
Shameless Plug!
Whether your project is big or small, if the outcome matters to your business, it's worth having experienced people managing this process. RightScope has those people. Give us a call.