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Clear Steps for Managing Unclear Requirements
Hiromi Matsumoto
Partner, Mass Productive
Imagine playing a round of charades. Your partner starts by swinging outstretched fists in the air, tugging their ear and acting drunk, and, in a flash, the clock runs out. You realize they were communicating “rhymes with ‘bar’”, but the true answer was “car.” You both laugh at how far off you were from the goal—at least until the next round.
In the workplace, ambiguity can be less humorous. Leaders may issue instructions without fully understanding the task at hand, leaving teams to “connect the dots” without knowing what the final picture is supposed to be. When time and resources are on the line, this guessing game stops being fun and starts impacting productivity, leading to unnecessary rework, missed goals, and frustrated teams.
To help you bridge these gaps and transform ambiguity into structured, productive workflows, here are a few clear steps you can take to bring your project’s vision into focus.
We’ve all been there: a leader identifies a problem, but the team quickly realizes they’re treating the symptom rather than the root cause. Before you launch into solution mode, pause to ask questions that uncover the actual problem.
Consider gathering the team for a quick session to discuss different viewpoints on the issue. A client might report low user engagement with a feature, but your research might reveal that users don’t even know it exists because it’s buried too deeply in the interface. In this case, the issue isn’t the feature itself—it’s the discoverability of that feature.
By aligning on what the problem really is, you’ll set your team up to address the core issue rather than misdiagnosing it and risking wasted efforts.
When everything feels like a priority, the team often ends up trying to do too much at once, which can lead to frustration. Every project or initiative has a hierarchy of importance, even if it’s not immediately clear. Explicitly communicating these priorities can reduce friction and help the team focus on what matters most.
Let’s say you’re tasked with a website overhaul, and stakeholders want improved aesthetics, faster loading times, and better accessibility. Instead of tackling everything simultaneously, work with stakeholders to prioritize these objectives. For instance, if accessibility has the biggest immediate impact for users, set that as the initial focus.
Making priorities clear not only reduces ambiguity but also empowers the team to tackle tasks in a logical order, keeping everyone’s attention on the main goals.
When we rely only on words to describe concepts, it’s easy for everyone to walk away with a slightly different idea. Using visual aids, such as diagrams, wireframes, or even flowcharts, can clarify exactly what’s being discussed, making sure everyone’s on the same page.
For example, suppose your team is designing a checkout flow for an e-commerce site. By creating a simple flowchart of each step the user will take, you can easily point out where to add options like guest checkout or coupon code fields, saving time by making sure everyone is aligned from the start. Visual aids make it clear that everyone is talking about the same thing, which helps avoid unnecessary rework later on.
It’s natural to rely on our own biases or past experiences when making decisions, but sometimes these don’t align with current best practices. Referring to industry standards or best practices can help align the team with approaches proven to work, avoiding time spent reinventing the wheel.
Imagine a product team wanting to add several “nice-to-have” features in a first release, potentially delaying the launch. Referencing the “minimum viable product” concept—a widely recognized product management approach—might help the team stay focused on essential features and leave additional ones for future iterations. Anchoring decisions in best practices dispels misconceptions and brings a level of clarity that keeps everyone on track.
Change is inevitable, especially in projects where details are still taking shape. By fostering a mindset that sees change as an opportunity for improvement, you’ll keep the team flexible and less stressed when adjustments are needed.
For instance, if a client suddenly requests a new feature late in the development process, the team should be prepared to pivot rather than view the request as a roadblock. Regular feedback loops can help anticipate these kinds of changes and make it easier to adapt. Embracing feedback as part of the process creates a culture where adjustments are expected and welcomed, not dreaded.
When you’re working with ambiguity, there’s wisdom in gathering insights from as many perspectives as possible. Regular collaboration helps refine ideas and ensures the entire team has a say in shaping the project’s direction. Frequent check-ins, cross-functional meetings, and open communication channels allow for real-time adjustments and support decision-making.
In fact, scheduling quick weekly “pulse checks” with stakeholders or team leads can make a big difference. These short meetings provide a space for open communication, ensuring everyone has a chance to raise concerns or offer new ideas. It’s this collaborative approach that can turn uncertainty into alignment, letting the project move forward with everyone on board.
By following these strategies, you’ll shift your team from guessing and reworking to working with a clear, collaborative structure. It’s about turning the charades-like confusion into a shared understanding of what success looks like. If your team could benefit from a little extra guidance in implementing these strategies, feel free to reach out to Mass Productive. We’re here to help turn your project’s ambiguous starting points into actionable, well-defined goals.