Requirements Gathering

Purpose

This guide helps you define exactly what your business needs from technology before you buy anything. A clear requirements definition prevents expensive mistakes and ensures you choose the right solution.

Why This Matters

Without clear requirements:

Buy software that doesn't fit your workflow
Discover missing features after committing
Pay for features you'll never use
Team resists using the tool

With clear requirements:

Choose the right tool first time
Know exactly what you're getting
Gain buy-in from users who will use it
Measure success objectively

Core Process: 6 Steps to Clear Requirements

Step 1: Identify the Specific Problem

Be specific about what you're trying to solve:

❌ Vague: "We need better project management" ✓ Specific: "We're missing deadlines because team members don't know who's responsible for tasks, and we forget client follow-ups"

Document the Impact

How much time does this problem cost per week?
How much money (lost sales, inefficiency)?
Who is most affected?
How often does it occur?

Example: "Spending 5 hours/week searching for client emails across different inboxes = $200/week in wasted time"

Step 2: Define Must-Have vs Nice-to-Have Features

Categorize requirements clearly:

Must Have: Non-negotiable requirements (deal-breakers) Nice to Have: Useful but not essential Don't Need: Out of scope

Example: Accounting Software

Must Have:

Track income and expenses
Generate P&L statement
Support SRD currency
Export for accountant
Cloud-based access
Under $50/month

Nice to Have:

Automatic bank sync
Invoice features
Multi-currency support
Mobile app

Don't Need:

Payroll (only 1 person)
Inventory management (service business)
Multi-location support

Step 3: Assess Your Context

Define the business and technical environment where the solution will operate.

Business Context

Current users: How many people need it now?
Future users: Expected in 12 months?
Budget: Total for setup + monthly/annual costs?
Technical skill level: Can your team handle complexity?
Existing tools: What needs to integrate?

Regional & Operational Context

Internet reliability: Need offline capability for outages?
Payment methods: What payment options available locally?
Language requirements: English only or Dutch needed?
Support availability: Is local support accessible?
Multi-region: Do teams work across Suriname/Netherlands/internationally?

Regional Example for Suriname-based Business:

Internet outages are common—offline capability needed?
Team splits between Paramaribo and Amsterdam—remote access?
Banking in both SRD and EUR currencies?
Local technical support availability?

Step 4: Interview Stakeholders

Talk to the people who will actually use the tool.

Ask Users:

"What takes most of your time in this process?"
"What frustrates you about the current system?"
"What feature would help most?"
"What tools have worked well for you before?"

Ask Management:

"What reports or insights do you need?"
"What's your realistic budget?"
"What's the implementation timeline?"
"What's the business impact if we don't fix this?"

Document everything—these insights directly guide your vendor selection.

Step 5: Create a Requirements Document

Organize findings into a clear document:

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Step 6: Prioritize with MoSCoW Method

Clarify priority levels when requirements compete for budget:

Must Have: Deal-breakers, completely non-negotiable Should Have: Important, but workarounds exist Could Have: Nice additions if affordable Won't Have: Explicitly out of scope for now

This framework helps when evaluating tools that don't check every box—you can make conscious trade-offs.

Common Mistakes to Avoid

❌ Feature creep — Adding requirements because "it would be cool" ✓ Focus exclusively on solving documented problems

❌ Copying competitors — "Our competitor uses Tool X" ✓ Understand your unique business needs

❌ Ignoring end users — IT department decides alone ✓ Interview the people who will use it daily

❌ Ignoring budget reality — Create an ideal wish list ✓ Reality-check every requirement against actual budget

❌ Scope creep during research — Expanding what you're trying to solve ✓ Lock requirements early and review later

Real-World Example

Scenario: Import/export business losing track of inventory

Requirements Gathered:

Must track 200-500 products
Must support SRD and USD pricing
Must generate customs/tax compliance reports
Must work on mobile devices (warehouse has no computer)
Budget: $30-75/month
2 users now, expecting 4 within 12 months

Outcome: Shortlist narrowed to 3 cloud inventory tools Avoided: Expensive ERP system with unneeded features

Next Steps

Once requirements are clear and documented:

→ Vendor Selection — Evaluate vendors objectively → Pilot Testing — Test before full commitment