One of the common activities in the project management is gathering the requirement. Gathering requirement is crucial milestone in the project that will drive time/schedule, cost, and surely scope. So it is very important to pass this milestone successfully.
During gathering the requirement, sometimes as a project manager, it will face difficult to gather it if the user has no time for discussion.
Few tips that will help to overcome such situation as below:
1. Ready-made template with relevant content; it is essential to have ready-made template, e.g. in sheet format or table with relevant content between the requirement and the user. By having this template, it will save a lot of time for the discussion.
2. Request other person that has been authorized by the user to have several round of discussion with him/her so we can convey to the user that we only discuss with him/her the thing that needs his/her decision
3. Prepare clear agenda and duration so the user that has no time can see clearly the result of the discussion as people sometimes say has no-time because s/he think the meeting has no clear agenda. It is essential to link the agenda to overall project scope and time so the user can see how important to discuss and get the requirement
4. If the entire above items has been performed and convey to the user and yet the user still says no time, it means escalation is required. During the escalation it is very important to explain that all preparation has been performed hence it is required for an escalation. Sometimes, some users may have different priorities or agendas and by having escalation and normally internal escalation within user organization will help to align the priorities and agendas of the user
Cheers.
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