What are requirements?

In product development, requirements are the features and functionalities that a product must have in order to satisfy the needs and expectations of its users. Requirements are the building blocks of a product and they determine the scope of the product’s development throughout the product lifecycle.

They are a set of specifications that outline the goals, constraints, and objectives of the product. Requirements can be expressed in various forms such as user stories, use cases, functional requirements, and non-functional requirements.

Why are requirements important?

Requirements are crucial in product management because they serve as a blueprint for the product development process. They ensure that the product being developed meets the needs and expectations of the users and that it is delivered on time and within budget. They also help identify any gaps or missing functionalities in the product, which can be addressed either during initial development or later.

Requirements also facilitate effective communication between the product team and stakeholders, including customers, developers, designers, and business owners. They help to align the vision and goals of the product with the needs of the customers and the business. This alignment ensures that the product being developed is not only functional but also meets the business needs and supports the overall product strategy.

What documents are classed as requirements documents?

Requirements documents can take various forms depending on the organization, the product, and the methodology being used. Here are some of the commonly used requirements documents in product development:

1. Product requirements document (PRD)

A product requirements document (PRD) is a comprehensive document that outlines the product’s features, functionalities, and objectives. It describes the product’s purpose, target users, use cases, and specifications. It also outlines the constraints and assumptions associated with the product.

2. User stories

User stories are a simple and effective way to capture the user’s requirements. They are short descriptions of a feature from the perspective of the user. User stories typically follow a simple format: “As a [type of user], I want [some goal] so that [some reason]”. User stories help to ensure that the product team understands the user’s needs and that the product is developed to meet those needs.

3. Use cases

Use cases are a way to capture the interactions between the user and the product. They describe the steps that the user takes to accomplish a specific task using the product. Use cases help to ensure that the product team understands the user’s workflow and can design the product accordingly.

3. Functional requirements

Functional requirements describe the features and functionalities that the product must have. They specify what the product should do and how it should behave. Functional requirements are usually written as statements that begin with “The system shall…” or “The product must…”.

4. Non-functional requirements

Non-functional requirements describe the quality attributes of the product. They specify how well the product should perform in terms of reliability, performance, security, and usability. Non-functional requirements are usually written as statements that begin with “The system should…” or “The product should…”.

What is the role of a product manager when creating requirements?

The product manager plays a crucial role in the creation and management of requirements. They are responsible for understanding the needs of the customers, the business, and the market, and translating those needs into product requirements. Here are some of the key responsibilities of the product manager when creating requirements:

• Defining the product vision and strategy: The product manager is responsible for defining the vision and strategy of the product. They must ensure that the product’s goals align with the business goals and the customers’ needs.
• Conducting market research and customer analysis: The product manager must conduct research to understand the market and the customers. They must identify the user’s pain points, needs, and preferences.

What are the pros and cons of having your requirements as a living document vs. a static document?

Having requirements as a living document means that they are continuously updated and maintained throughout the product development process. In contrast, a static document is one that is created and then not updated unless there are major changes or updates to the product. Both living and static documents have their own set of pros and cons, and the best approach depends on the product development process and the team’s needs.

Here are some pros and cons of having your requirements as a living document versus a static document:

Pros of a living requirement document

• Flexibility and agility: With a living document, requirements can be updated or modified as needed to reflect changes in the product’s development or to better align with user feedback and changing market conditions. This can allow the product team to be more agile and adaptable in their approach to development.
• Transparency and collaboration: A living document can be shared and updated in real-time, allowing for greater transparency and collaboration between product teams, stakeholders, and other stakeholders. This can help to ensure that everyone is on the same page and that requirements are being met and aligned with everyone’s needs.
• Ease of tracking changes: A living document allows for easier tracking of changes and version control, making it easier to understand how requirements have evolved over time and who made changes to the document. This can be helpful in ensuring that everyone is working off the most up-to-date version of the requirements document.
• Improved product quality: A living document can help ensure that the product is built with the most up-to-date information and insights, leading to higher-quality products more aligned with customer needs and market trends.

Cons of a living requirement document

• Increased time and resource requirements: Maintaining a living document requires more time and resources than a static document, as changes and updates must be regularly reviewed, approved, and incorporated into the document. This can slow down the product development process and may require additional resources and personnel to manage the document.
• Potential for scope creep: With a living document, there is always the risk of scope creep, where additional requirements are added that were not initially part of the project. This can lead to delays, increased costs, and decreased quality if the product team is not careful in managing changes to the requirements.
• Risk of over-complicating the document: As requirements are continuously updated, the document can become more complex and difficult to manage, potentially leading to confusion or errors in the product development process.

Pros of a static requirement document

• Simplicity and ease of use: A static document is often simpler and easier to use than a living document, as it provides a clear, static set of requirements that can be referenced throughout the product development process. This can make it easier for the product team to focus on development and implementation rather than managing changes to the document.
• Reduced risk of scope creep: With a static document, the risk of scope creep is reduced, as the document provides a clear set of requirements that everyone can refer to throughout the project. This can help ensure that the product team stays focused on the initial project requirements.
• Reduced time and resource requirements: A static document requires less time and resources to create and maintain, as it does not need to be regularly updated or modified. This can speed up the product development process and reduce costs.

Cons of a static requirement document

• Lack of flexibility and agility: A static document is not easily updated or modified, meaning that it can become quickly outdated and may not reflect changes in the product development process or user feedback. This can make the product development process less agile and adaptable.
• Risk of misaligned requirements: A static document may not reflect changes in user needs or market trends, potentially leading to misaligned requirements that do not fully meet the needs of the product’s users

How do different teams use requirements?

Different teams within an organization may use requirements differently based on their roles and responsibilities. Here are some examples of how requirements may be used by various teams:

Project team

The project team is responsible for managing the overall product development process and ensuring that the project is delivered on time, within budget, and with high quality. The project team may use requirements to develop a project plan, set project milestones and deadlines, and allocate resources. They may also use requirements to track progress, identify risks and issues, and make adjustments to the project plan as needed.

Technical teams

Technical teams, such as software developers, engineers, or data scientists, are responsible for designing and building the product. Technical teams may use requirements to develop technical specifications, design software architecture, and write code. They may also use requirements to test and debug the product, ensure that it meets quality standards, and integrate the product with other systems and technologies.

Product teams

Product teams are responsible for defining the product vision, strategy, and roadmap. Product teams may use requirements to define user needs and behaviors, prioritize features and functions, and develop product requirements. They may also use requirements to ensure that the product meets user needs, aligns with the company’s overall strategy, and is competitive in the marketplace.

Engineering teams

Engineering teams are responsible for building and delivering the product. Engineering teams may use requirements to design and build software systems, develop product prototypes, and test the product. They may also use requirements to ensure that the product meets quality standards and is delivered on time and within budget.

How do requirements fit into agile product management?

In an agile product management approach, requirements are used as a way to define the product and communicate the product’s goals and vision to the entire team. Requirements are developed in collaboration with the product team, stakeholders, and end-users, and are often organized into user stories or epics that define specific features or functions that the product must deliver. Agile product management encourages a flexible and iterative approach to product development, with regular check-ins and feedback from stakeholders and end-users throughout the development process.

In agile product management, requirements are often developed and maintained as part of a product backlog, which is a prioritized list of product features and functions that the team will work on. The product backlog is continuously reviewed and updated by the product team, and new requirements are added or removed as needed. The team then works in short sprints, typically one to four weeks, to deliver a working product increment. At the end of each sprint, the team reviews and prioritizes the product backlog, and makes any necessary adjustments to the requirements based on user feedback and market trends.

By using an agile approach to product management, teams can be more responsive to changing user needs and market trends and can deliver high-quality products more quickly and efficiently. Requirements play a critical role in the agile product management process, helping to ensure that the product team stays focused on delivering value to users and meeting the overall product vision and strategy.

Further resources

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