ELICITATION AND COLLABORATION

REQUIREMENTS ELICITATION: THE ART, SCIENCE, AND HUMAN SIDE OF GETTING IT RIGHT Introduction In software development and systems engineering, requirements elicitation is one of the most critical yet misunderstood activities. Although it sounds technical, at its core it is a deeply human process focused on understanding what people truly need, even when they find it difficult to express those needs clearly. Many projects fail not because of poor coding, but because of poorly defined requirements. Systems are built that users do not need, deadlines are missed due to unclear expectations, and conflicts arise when stakeholders assume they are aligned but later discover otherwise. In most cases, these problems stem from one root cause: the right questions were not asked, in the right way, at the right time. This discussion presents requirements elicitation as more than a technical task. It is a collaborative discipline that combines communication, analysis, psychology, and trust. Understanding this broader perspective helps teams improve outcomes and reduce project risk. What Is Requirements Elicitation? Requirements elicitation is the process of discovering, gathering, and clarifying stakeholder needs and expectations for a system. It seeks to answer essential questions such as what problem needs to be solved, who is affected, what success looks like, and what constraints or assumptions exist. Elicitation is not merely about compiling a list of system features. Instead, it focuses on understanding stakeholder goals, workflows, pain points, and priorities. A common misconception is that stakeholders already know and can clearly state their requirements. In reality, requirements often emerge gradually as stakeholders gain a deeper understanding of the problem and possible solutions. Stakeholders may understand their problems but not the solutions, express needs as technical solutions, disagree with one another, or change their views as discussions progress. For this reason, requirements elicitation is not a one-time activity but an ongoing and iterative process. Why Requirements Elicitation Is Difficult Although elicitation may appear straightforward, it is challenging for several reasons. First, different stakeholders often use different language. Business users, developers, and end users may interpret the same requirement in very different ways. What seems simple to one group may be technically complex to another. Second, stakeholder needs are often unclear or evolve over time. Early requirements are frequently incomplete or conflicting, especially before constraints and limitations are fully understood. Third, unspoken assumptions can shape decisions without being recognized, leading to misunderstandings later in the project. Organizational politics also play a role. Power dynamics, competing priorities, and resistance to change may prevent stakeholders from openly expressing their concerns. Additionally, time pressure can cause teams to rush elicitation, assuming problems can be fixed later. In practice, correcting requirements late in development is far more costly. Recognizing these challenges highlights the importance of a deliberate and collaborative elicitation approach. Requirements Elicitation as a Collaborative Activity Effective requirements elicitation is based on collaboration rather than extraction. Analysts are not interrogators, and stakeholders are not passive sources of information. Instead, elicitation succeeds when all participants work together to develop a shared understanding of the problem and potential solutions. Collaboration helps build trust, reduce misunderstandings, identify conflicts early, and increase stakeholder ownership of the final system. When stakeholders feel respected and heard, they are more willing to accept trade-offs and support project decisions. Key Stakeholders in Requirements Elicitation Successful elicitation involves multiple stakeholder groups. Business stakeholders define goals and constraints, end users provide insight into real-world workflows, product owners manage priorities, developers assess technical feasibility, and quality assurance teams identify risks and edge cases. Excluding any of these perspectives can result in incomplete or unrealistic requirements. Core Techniques for Requirements Elicitation There is no single best elicitation technique. Analysts select methods based on project needs and stakeholder availability. Common techniques include interviews, workshops, observation, document analysis, prototyping, and surveys. Interviews allow in-depth exploration of individual perspectives, while workshops promote shared understanding among groups. Observation reveals how users actually perform tasks, often exposing hidden issues. Prototypes help stakeholders visualize ideas, and surveys are useful for gathering feedback from large groups. Asking Better Questions The effectiveness of elicitation depends heavily on how questions are asked. Skilled analysts focus on uncovering underlying goals rather than surface-level solutions. They ask “why,” rephrase responses to confirm understanding, and pay attention to what is left unsaid. For example, asking what decisions stakeholders struggle to make provides deeper insight than simply asking whether a feature is needed. Thoughtful questioning encourages meaningful discussion and clearer requirements. Managing Conflicting Requirements Conflicting requirements are a natural result of involving diverse stakeholders. Rather than avoiding conflict, effective elicitation addresses it openly by making trade-offs explicit, linking requirements to business objectives, prioritizing based on value and risk, and documenting decisions. The objective is not complete agreement, but shared understanding. From Elicitation to Documentation Elicitation does not end with discussion. Requirements must be structured, documented, and validated. Good documentation is clear, understandable, testable, and traceable to business goals. Validation through stakeholder review ensures that everyone shares the same understanding before development begins. Conclusion: Elicitation as Shared Discovery Requirements elicitation is not about extracting information from stakeholders; it is about discovering solutions collaboratively. It is a dynamic process that connects people, problems, and possibilities. When teams approach elicitation with curiosity, empathy, and structure, they achieve more than accurate requirements. They build clarity, alignment, and confidence—qualities that are essential for success in complex and changing environments.