Client miscommunication is the archnemesis of project management.
The problem is a bit too familiar — you’ve been working hard on a project for weeks, only to realize that you and your clients weren’t on the same page from the very start. According to reports, the lack of well-defined objectives is the most common cause (37%) of project failures. Another survey by Geneca found that 75% of IT executives believe their projects are doomed from the start due to unclear requirements.
Though the figure varies from one industry to another, the solution is the same: You need to ask the right questions upfront to mitigate risks. This demands a consistent, strategic approach and a well-defined requirements questionnaire.
In this post, we’ll show you how to gather requirements using a template with carefully planned questions (you can download it for free).
Note: Feel like learning more about the requirements elicitation process? Check out our comprehensive requirements gathering guide.
Gather project requirements on time with Content Snare
Content Snare is a simple tool that helps you collect project requirements, information, and files from clients. Send our questionnaire template to your clients as-is, or customize it as you see fit.
Questions to ask in your requirements gathering form
The following list of questions is applicable to almost all types of projects. However, you are free to add more questions or edit the ones that don’t suit your business or your stakeholders.
Project overview
1. What is the purpose of the project?
2. What are the project goals and objectives?
3. What is the expected outcome or deliverable?
4. How do you define success for this project?
5. Who is our primary contact point for this project?
6. Who is your target audience?
Project timeline and budget
7. What is the expected timeline for the project?
8. Are there specific milestones that need to be achieved?
9. What is the allocated budget for the project?
10. Are there any resource constraints?
Functional requirements
11. What specific functionalities are required?
12. Are there any specific features or capabilities that are crucial?
13. What are the testing requirements?
Non-functional requirements
14. What are the performance expectations (e.g., speed, scalability)?
15. Are there any security or compliance requirements?
16. What are the usability and user experience expectations?
Technical details
17. What technology platforms must be supported?
18. Are there any integration requirements with other systems?
19. What types of data will be handled by the system?
Additional information
20. Are there any legal or regulatory requirements that must be met?
21. What are the potential risks associated with the project?
22. How should these risks be mitigated?
23. Are there any specific quality assurance standards to be followed?
Project documentation
24. Upload documents critical to the success of the project.
Related: Improve your project intake process: A step-by-step tutorial
Benefits of creating a requirements gathering questionnaire
The requirements gathering questionnaire helps you obtain accurate information about the project from the outset. It’s a simple way to confirm and document requirements early on, so you can establish a shared understanding among team members, clients, and any other parties involved in the project. Besides that, you’ll enjoy other benefits.
Saving time and resources
A comprehensive requirements-gathering questionnaire often leads to time and cost savings in the long run. The idea is clear — if you capture detailed project specifications upfront, the need for extensive revisions later on will be minimal.
In addition, a questionnaire can significantly reduce the time spent clarifying requirements. In a recent study, we learned that businesses using Content Snare’s questionnaires saw a 67% reduction in stalled projects and saved an average of 40-50 hours per month on document requests.
Related: How to organize client files: A comprehensive guide
Tailoring services to meet clients’ expectations
A well-structured questionnaire allows you to tailor the project to the specific needs of a given client. It gathers detailed insights into their goals as well as constraints, so you have enough data to tailor solutions that are more likely to meet (or exceed) expectations.
For instance, Liston Newton Advisory, a Content Snare client, reported a 70% improvement in data accuracy and completeness, leading to smoother project execution.
Improving client relationships
Consequently, project managers are much more likely to build successful relationships with clients — involving them in the requirements gathering process fosters a sense of ownership and engagement.
Create a requirements gathering form that suits your project
If you don’t have the time to create a structured list of requirement gathering questions, the ones mentioned above will be of great help. However, we encourage you to walk the extra mile and tailor this list to perfectly match the needs of your next project.
Content Snare is the best information-gathering platform because it lets you customize intake forms and communicate with clients within the questionnaire itself.
Unlike traditional data collection methods, Content Snare provides:
- Automated reminders to prevent stalled responses
- Secure client portals for document uploads
- Customizable questionnaires tailored to project needs
- Enhanced integrations with tools like Zapier, Make, and Xero
You are free to write instructions (textual or visual) for any given field, post comments, and answer your client’s comments. That way, you’ll get rid of annoying back-and-forth emails, unnecessary phone calls, and messages that create even more confusion.
