One view of the customer
Sales and finance describe the same problem with duplicate customer data.
Find the way forward
From 50 wishes to 5 clear requirements
Go from workshop to a list of requirements everyone stands behind, with the summary ready while you're still in the room. Everyone affected shares their needs, the group refines and prioritises, and Vocean AI prepares the material.
What it looks like with Vocean
Needs captured before anything is built
Everyone affected contributes, the group refines and prioritises, and you get material that shows why.
Every perspective
Everyone affected answers anonymously and at the same time, ideally before the workshop. The warehouse counts as much as management, and the needs of every department make it into the material.
Insights straight away
Vocean AI groups the needs into themes and shows where departments agree and where they differ. Ask your own questions of the material, such as which needs are shared most widely.
Shared understanding
The prioritised list goes back to everyone who contributed, the same day. Everyone sees which needs became requirements and why, and stands behind the same list.
Action plan and the next round
Vocean AI suggests actions and follow-up workshops around the key requirements. You take sharp material to the steering group and dig deeper where more work is needed.
The flow in practice
How to run a requirements workshop in Vocean
An example: before switching ERP systems, the needs of finance, purchasing, warehouse and sales have to be captured.
1. Build the flow
Pick a template or let Vocean AI suggest the flow, and ask about needs rather than solutions. Participants from every department join via a link, ideally before the workshop.
2. Collect and rate
Everyone describes their needs anonymously and at the same time. The group then likes, rates and builds on each other's needs, so what many share rises to the top.
3. Analyse and ask your own questions
Vocean AI groups the needs into themes and surfaces needs and opportunities. Ask your own questions of the material, such as which needs most departments share.
4. Report back and build shared understanding
Share the prioritised list with everyone who took part the same day. Everyone sees which needs became requirements, and you go to the steering group with shared material.
5. Take the next step
Press “Suggest” and Vocean AI suggests actions, new workshops and decisions based on the requirements. Pick what fits and tick it off in the platform as the project moves forward.
Vocean AI gives you the analyses and answers to your own questions. Every answer counts, every single one, and the conclusions are yours.
Proof
How others captured the needs
Organisations use Vocean when many people need to contribute and the evidence has to hold.
149
When the workshops started, a total of 149 thoughts and ideas had already been collected for the eleven questions.
“To make the most of the workshop time and ensure a productive discussion, we tried collecting thoughts and ideas from the participants in advance through Vocean. It both saved time and created great value, and we were also able to develop and prioritise the most important areas to keep working on.”
Bo JohanssonWorkplace Strategist, Trafikverket1,077
During Beroendedagen, 1,077 proposals were collected and more than 400 prioritisation votes were cast in real time as the participants saw their ideas highlighted on the screen.
“This is not a paper product. People have actually had their say, and you can really see that their voices are part of the final report.”
Lena DanielssonInvestigator, Association of Local Authorities in Jämtland HärjedalenQuestions and answers
Common questions about requirements gathering
How do you run a requirements workshop?
Invite everyone affected, ask about needs rather than solutions and let everyone answer at the same time. Then let the group rate and build on the needs, and condense them into a few clear requirements. In Vocean it all happens in one flow, and the summary is ready straight away.
Can participants contribute before the workshop?
Yes. Send the link in advance and everyone answers when it suits them. The workshop then starts with material ready, and the time in the room goes into refining and prioritising.
How do 50 wishes become 5 requirements?
By letting the group rate them. Participants like and score each other's needs, and Vocean AI groups them into themes. You see both what matters most and why.
How many people can take part?
It depends on the licence: up to 200 participants per workshop with our licences, and thousands with an Enterprise agreement. Participants join straight away via a link.
Can I try this on a real workshop?
Yes. Start a free trial and run it with your own team: one workshop with up to 20 participants, 4 analyses and 1 question of your own to Vocean AI.
How the trial worksRun your next requirements workshop in Vocean
Take the workshop already in your calendar, let everyone contribute and leave with a list of requirements you stand behind.