The Early Warning Report™
Week # 45 | An example of Unclear or Changing Requirements
This week, we examine Unclear or Changing Requirements, one of the underlying causes of project failure explored in my book, Stop Project Killers. There are several ways this problem can show up in a project. Here's one warning sign to watch for...
EARLY WARNING SIGN
Ask different stakeholders what the solution must deliver, and you hear noticeably different answers.
The differences may seem minor at first. One stakeholder describes a workflow one way; another describes it differently. Terms such as “integration,” “approval,” or “done” carry different meanings depending on who is speaking.
The warning sign is not disagreement itself. It is the absence of a shared definition of what the project is actually building.
WHAT IT USUALLY MEANS
Different answers often indicate that requirements were never fully aligned or validated.
The project may have established agreement around the broad objective without reaching agreement on the details that determine whether the solution will work. Without clear decision authority or sufficient discovery, teams begin filling gaps with their own interpretations.
WHY IT MATTERS
When stakeholders hold different mental models of the solution, teams can move forward while unknowingly building toward different outcomes.
Those differences often surface later as rework, redesign, integration problems, or disputes over what was actually required. By then, correcting the misunderstanding is more expensive and disruptive.
WHAT TO DO IF YOU SEE THIS WARNING
Bring the key stakeholders together for a structured playback of the problem, desired outcomes, constraints, and success criteria.
Listen for differences in interpretation rather than simply seeking agreement. Where conflicting views emerge, resolve them before allowing the project to move deeper into design or delivery.
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REFLECTION
If you asked three key stakeholders today what this project must deliver—and how you will know it is successful—would their answers meaningfully agree?
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Until next week, keep watching for the warning signs.
— Andrew J Putnam, Author of Stop Project Killers