When you get to work selecting a new tool or application, creating scenarios is often the first step. Scenarios help you identify the real needs of your organisation and provide guidance during the selection process.
But how do you practically translate such a scenario into concrete requirements for a tool? This can be done using epics, user stories and functional requirements.
It begins with a a scenario session
In a previous blog post 7 persistent myths in tool selection debunked, I wrote about the importance of scenarios in a tool selection. A good scenario session starts with bringing together the right stakeholders. It is important to invite not only managers and project leaders, but also the professionals who will work with the tool on a daily basis. Consider:
End users: For example, employees who perform administrative tasks, project staff, or specialists who use the tool intensively.
Process experts: People who know exactly how the current processes run and where there are bottlenecks.
IT specialists: They can estimate what is technically feasible and which systems may need to integrate.
Steps in a scenario session
A scenario session is an effective way to get clear on the real needs of the various stakeholders. But you have to organize such a session properly.
Introduction: Explain the purpose of the session and what will be done with the input.
Scenario exploration: Discuss possible scenarios in which the tool should provide support. These can be daily tasks, but also specific situations such as problem solving.
Professional's perspective: Ask the professionals what their biggest challenges are and what would help them work more efficiently.
Inventory wishes and requirements: Write down specific wishes and requirements without immediately looking for solutions.
Prioritise: Have the group identify which scenarios are most critical to their work.
From Scenario to Epic
A scenario describes an ideal, but realistic, situation in which the tool should support. For example, “A project manager wants quick insight into the progress of ongoing projects.”
You translate this scenario into an epic, a broader user story that is not yet immediately executable but provides direction. In this case, the epic could be: “The tool should allow project leaders to easily and quickly monitor project progress.”
From Epic to User stories
An epic is often too big to realise immediately. That's why you break it down into smaller, specific user stories. User stories describe what is needed from the user's perspective.
An example of user stories at the epic above:
“As a project leader, I want to see a dashboard showing the progress of all projects so I can get a quick overview.”
“As a team member, I want to be able to easily update my tasks so that project progress is always up to date.”
From User stories to Functional requirements
The final step is to translate user stories into functional requirements. These are the specific, measurable requirements you place on the tool.
Example functional requirements:
“The tool must have a dashboard that automatically shows the progress status of all projects.”
“Users must have the ability to update tasks directly from the dashboard.”
Numbering and structure
To keep the relationship between epics, user stories and requirements clear, it is smart to number them. This helps structure your selection process. For example:
Epic E1: “Project progress monitoring.”
User Story US1.1: “Dashboard with project progress.”
Functional Requirement FR1.1.1: “Automatic progress display.”
Scenarios as a common thread
Scenarios remain the common thread throughout the tooling selection and implementation process. They not only help you create epics, user stories and requirements, but also provide a valuable touchstone when testing and evaluating tools. Always ask yourself, “Does the tool support this scenario in the desired way?”
By cleverly translating scenarios into epics, user stories and functional requirements, you lay a solid foundation for successful tool selection. You not only make clear what you need, but also offer developers or suppliers a concrete tool to work with.
Curious about your experiences! Have you ever worked with epics and user stories? Or do you have tips for creating functional requirements? Let us know in the comments!
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