How do you balance stakeholder feedback with technical feasibility and resource constraints?

1 Define the problem and the goals

Before you start writing your functional specification, you need to clearly define the problem you are trying to solve and the goals you are trying to achieve. This will help you focus on the essential features and functions that will deliver value to the stakeholders. You can use tools such as problem statements, user stories, personas, scenarios, and use cases to capture the problem and the goals from different perspectives.

2 Gather and prioritize feedback

Once you have defined the problem and the goals, you need to gather feedback from the stakeholders to validate your assumptions and understand their requirements and preferences. You can use methods such as interviews, surveys, workshops, prototypes, and reviews to collect feedback. However, not all feedback is equally important or relevant. You need to prioritize feedback based on criteria such as impact, urgency, alignment, feasibility, and cost. You can use tools such as MoSCoW, Kano, or RICE to help you prioritize feedback.

3 Communicate and negotiate

After you have gathered and prioritized feedback, you need to communicate and negotiate with the stakeholders to reach a consensus on the functional specification. You need to explain the rationale behind your decisions, the trade-offs involved, and the implications for the project. You also need to listen to the stakeholders' concerns and objections, and try to find a win-win solution that satisfies their needs and expectations, while respecting the technical feasibility and resource constraints. You can use tools such as change requests, issue logs, or decision matrices to help you communicate and negotiate.

4 Document and validate

Once you have communicated and negotiated with the stakeholders, you need to document and validate the functional specification. You need to write the functional specification in a clear, concise, and consistent manner, using appropriate language, format, and structure. You also need to include relevant details, such as assumptions, dependencies, constraints, risks, and quality criteria. You need to validate the functional specification with the stakeholders to ensure that it meets their requirements and expectations, and that it is feasible and realistic. You can use tools such as checklists, tests, or inspections to help you document and validate.

5 Review and update

Finally, you need to review and update the functional specification throughout the project lifecycle. You need to monitor the progress and performance of the project, and identify any changes or issues that may affect the functional specification. You also need to solicit and incorporate feedback from the stakeholders on an ongoing basis, and manage any changes or issues that may arise. You need to update the functional specification accordingly, and communicate the changes or issues to the stakeholders. You can use tools such as version control, traceability, or change management to help you review and update.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?