Mastering Requirement Communication: From Bad Habits to SMART Success

This article, originally written for product managers, provides practical advice that is also valuable for developers, focusing on communication, emotions, content, and processes involved in requirement gathering.

Three Key Points for Issuing Requirements

1. Requirements are made by people, and people are fallible

Because humans are involved, requirements often suffer from delays, errors, and quality issues. The challenge is not the lack of a perfect interface but the fact that different people prioritize and execute tasks differently.

2. How to deliver requirements

Combine written email with verbal follow‑up. Email provides a formal, complete, and traceable record, while a brief verbal reminder (or instant‑message confirmation) ensures the recipient has seen and understood the request.

3. Requirements must follow the SMART principle

Specific – clearly defined and unambiguous.

Measurable – able to evaluate quality.

Attainable – realistically achievable.

Relevant – aligned with broader goals.

Time‑based – includes a clear deadline.

How to Submit Technical Requirements

Common problems arise from poor requirement‑submission methods rather than the developers themselves. Below is a comparison of incorrect and correct approaches.

Incorrect Approach

Typical steps: think of what you want, write a document, send it to the tech team, and wait for results. This mindset assumes developers are mere executors and ignores the need for collaborative problem‑solving.

Correct Approach

Steps: discuss business context first, ensure the technical team fully understands the workflow, co‑create feasible solutions, select the best option together, and then formalize the agreement in a document that includes front‑end details and back‑end flowcharts.

Design Requirements

Designers are highly sensitive to relationships and mood; therefore, building good rapport over time is more important than the exact timing of a request.

Give designers enough lead time

Urgent “need it today” demands upset designers. Proactively request sufficient advance notice and keep requirements updated.

Optimize workflow to avoid rework

Ensure designs are reviewed and approved by all stakeholders before resizing or finalizing. Once a design is approved, avoid further changes that could cause wasted effort.

Standardized requirement templates

Using a template prevents missing information, ensures consistency, and provides a single reference point for all parties, reducing disputes.

Key Takeaways

Involve technical colleagues early and discuss solutions together.

Apply the SMART framework to make requirements clear and actionable.

Combine written and verbal communication for better visibility.

Maintain good relationships with designers and give them sufficient lead time.

Use standardized templates to avoid information loss.