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Free requirements gathering template for projects

Rebecca Wojno 7 min read
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Taking a project from idea to production includes many steps, each with its own requirements. With a proper requirements gathering template, you can get projects up and running faster by streamlining the process and ensuring that it’s easy for stakeholders to complete their part.

To help jumpstart the process, we’ve put together key information on requirement gathering along with some helpful tips to maximize the effectiveness of each template. Let’s start by defining what a requirements gathering template is.

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What is a requirements gathering template?

A requirements gathering template is a detailed list of what’s needed to complete the project on time, within budget, and all requested features and functions. It also outlines the processes the team uses during the research and gathering period.

Gathering requirements is an integral part of any project, but the process may look a little different depending on the project scope. To make this process easier to manage, created a requirements gathering template that companies can customize to fit their needs and branding—but we’ll get more into this later on.

Why use a requirements gathering template?

The requirements gathering template creates a communication channel between you and the client or stakeholder. If a project goes to production without going through the requirements gathering process, there’s a good chance it’ll require additional work to properly meet the client’s goals and expectations. (If you are looking to produce a video, you may be interested in our Production calendar).

Outlining clients, users, and team members’ expectations in one place can save both time and money. A requirements gathering template gives everyone involved a chance to review and agree upon what’s necessary to achieve the end goal of the project. When done this way, there’s no room for ambiguity.

Think of the requirements gathering template as a ‘master recipe’ for building a product as efficiently as possible. You can also use the tool in other ways to meet the same end goal.

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Using templates to gather requirements in various formats

Given how many sources your project requirements can originate from, it’s important to understand how a requirements gathering template can be adapted to different situations. Let’s examine a few popular instances of how you can shift the format of a requirements gathering template.

Interview templates

One-on-one interviews allow your team to gather requirements directly from the requesting party in real-time. Not only can this determine what the client or stakeholders want out of the end product, but it can also help identify the end users’ wants and needs. Starting with an interview template helps ensure your team asks the right questions in interviews.

Survey templates

When an interview isn’t an option, a survey can be as effective in gathering requirements. Start with a survey template that indicates what categories or topics teams may need feedback on. From there, questions can be tailored based on the project or client, and you can receive feedback from multiple parties to get a comprehensive picture of requirements.

Observation templates

Real-time observation of end users provides insights that may otherwise go unaddressed. An observation template helps you prepare questions to ask during the observation along with key categories you want to learn more about from the user. Observe how they navigate the product, the difficulties they have, and what naturally worked well for the user.

Brainstorming templates

Brainstorming sessions leave space for idea sharing without regard to existing project assumptions. The goal is to gain new perspectives on how to achieve a project’s goals. Once you come up with steps on how to reach your goal, work together to push the boundaries on how to achieve it.

Focus group templates

Creating a focus group can yield similar information as live observation. Typically a focus group will consist of end users expressing their needs for the product. A focus group template can help you create a consistent experience for the group, especially for follow-up focus sessions to gather feedback on previously mentioned requirements.

Providing a team with a requirements gathering template for each expected type of interaction increases productivity and expedites the process of acquiring crucial data. When paired with our Work OS, the requirements gathering template can get any new project off to an impressive start.

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Combine a requirements gathering template with Work OS for a strong project kickoff

Discovering what stakeholders need from your project is one of the first efforts your team works on together. A project management system that enhances communication between team members and lets clients or other stakeholders join in as appropriate helps you gather requirements more efficiently. supports real-time, efficient communication with features such as:

  • Easy-to-navigate and customizable boards, including our Requirements Gathering Template, that make it simple to get input from multiple people and sources
  • Automations, such as email notifications that ensure the right team members know when a question is asked, answers are provided, or new requirements are uploaded
  • Color-coding to support at-a-glance updates so teams know when the requirements gathering stage — or anything else in the project timeline — is complete
  • Customizable labels columns, and even views so you can see your project requirements from several different angles
  • Ability to tag team members and stakeholders to Updates or template items to get feedback and responses right away

As you establish a workflow with, you’ll have opportunities to incorporate additional templates.

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Related templates to requirements gathering template

A requirements gathering template supports a project from concept to production. Certain templates compliment a requirements gathering template and can add value for any upcoming project.

Software Requirements Specification Template

Our Software Requirements Specification Template centralizes task and project management in a single dashboard. Visualize progress by team, task, or project based on the information gathered from the template. A development roadmap gives teams a clear goal to work towards along with important deadlines for each milestone.

Software Development Template

Our Software Development Template gives teams the opportunity to collaborate on standard operating procedures pertaining to development. Quickly respond to bugs and errors with instant notifications for messages and reported issues. Create a timeline for future updates to properly manage client and team expectations.

Finding the best use for a template takes multiple attempts as each one is adjusted to accommodate new requirements. For a strong baseline, here are some common questions about our requirements gathering template along with a solution for each.

FAQs about requirements gathering templates

What are the five stages of requirements gathering?

The five major stages of requirements gathering are:

  1. Identifying goals
  2. Analyzing existing requirements
  3. Prioritizing tasks
  4. Documenting and approving requirements
  5. Maintaining and updating

What are some common challenges for requirements gathering?

A significant challenge for requirements gathering is a lack of communication. Mismatching requirements from different stakeholders can delay a project until a compromise is found.

Address this by holding regular meetings or calls with all parties in attendance and by using a collaborative platform such as that will gather all essential information in one accessible place.

What is a requirements gathering workshop?

A requirements gathering workshop is a specialized focus group consisting of key stakeholders to discuss requirements and expectations. In-progress projects can utilize a workshop to request feedback on solutions implemented for each requirement.

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Gathering requirements for software development projects is often a team job. Keep track of your team’s productivity and find areas of improvement with performance analytics and employee feedback without leaving Work OS.

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Rebecca is a writer and marketer using her experience to create sharp copy, engaging blogs and thought-leadership pieces. Raised in Columbus, OH, Rebecca now lives in Tel Aviv, where she enjoys the best beaches and bananas you can find.
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