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Requirements Gathering Meeting Agenda Template

A Requirements Gathering Meeting Agenda Template is a structured plan for discussions focused on identifying, understanding and outlining the necessary requirements for a specific project or system upgrade.

Definition: Requirements Gathering meeting agenda

A Requirements Gathering meeting agenda is a structured plan used to outline the key points and objectives of a discussion about the specifications needed for a certain project or software development task. This agenda is critical to software development as it enables project stakeholders, such as developers, project managers, clients, and users, to understand what needs to be done to ensure the successful completion of the project. This meeting aims to clearly define project goals, identify and detail user requirements, schedule timelines, allocate resources, identify potential risk areas, and foresee any constraints. By the end of the meeting, all parties should have a clear understanding of the project’s requirements and the next steps.

Our Template

I. Introduction (5 Minutes)
1. Welcome and explanation of the meeting’s objective.
2. Quick round of introductions from participants.

II. Project Overview (10 Minutes)
1. Brief explanation about the project’s background.
2. Review of project goals and objectives.
3. Explanation of the intended product or service’s purpose, benefits, and constraints.

III. Requirements Overview (10 Minutes)
1. Explanation of the process of gathering requirements.
2. Description of the types of requirements (functional, non-functional, business, system, etc.).
3. Importance of clear and concise requirements for the project’s success.

IV. Requirements Gathering (30 Minutes)
1. Functional Requirements [The system requirements needed to perform a specific task or function] – Interactive brainstorming session.
2. Non-Functional Requirements [Requirements dealing with issues like system performance or user interface] – Interactive brainstorming session.
3. User Requirements [Specific actions or functions that a user will be able to perform] -Interactive brainstorming session.

V. Requirements Prioritization (15 Minutes)
1. Discussion on critical, high-priority requirements.
2. Debate on requirements which can be postponed for later phases of the project.

VI. Clarification and Questions (15 Minutes)
1. Allowing stakeholders to ask questions to clarify requirements.
2. Discussion of any remaining issues if time permits.

VII. Next Steps, Roles, and Responsibilities (10 Minutes)
1. Assign roles and responsibilities for actions identified during this meeting.
2. Discussion of next steps in the requirements gathering and documentation process.
3. Scheduling of next meeting.

VIII. Summary and Closure (5 minutes)
1. Recap of key decisions and actions to be taken.
2. Clear and concise closing remarks.

IX. After-Meeting Follow-up
1. Circulate meeting minutes with main discussions, decisions, and actions to all participants.
2. Prepare a Requirements document based on discussions.
3. Circulate the Requirements document for review and approval.

Remember, an effective requirements gathering meeting will be clear about what needs to be achieved, balanced in terms of participant input, well-structured and well-managed. Encourage participation and listen to everybody’s input.


In conclusion, a Requirements Gathering meeting agenda template is an essential tool in any project management process. It not only ensures that key points are not overlooked but also provides a framework for systematically exploring, articulating and understanding project requirements. It ultimately drives constructive dialogue among participants fostering clearer communication, decision-making, and consensus-building. Utilizing such a template empowers team members to effectively contribute to the project, which significantly increases the likelihood of successful project completion. So, let’s utilize this crucial tool to facilitate structure, track progress, and lead productive, goal-oriented meetings.