Scoping session service

A scoping session is an intensive 1-2 day business meeting between you and our experienced software development team dedicated to technical project planning. Together, we brainstorm ideas, gather requirements, and set goals to shape your project scoping vision. Tailored to initiate the project kick-off process, the scoping session offers a structured pathway for scope definition and aligning app development planning strategies.

So, if you’re grappling with an undefined product backlog or uncertain technical action plan, this workshop provides the clarity and business vision evaluation needed to set your project on the right course. Following the scoping session, you get a realistic project estimation covering project cost estimation and project time estimation, suggested architecture, and milestone scopes.

Our Scoping Session Services:

Business and requirements analysis

Within the scoping session, we delve into a comprehensive business and requirements analysis. We want to know all the what’s, why’s, and how’s. This is essential for understanding your specific needs and expectations, which in turn allows us to provide accurate cost and timeline estimates. Based on this, we will be able to move to the custom roadmap development.

User flows and user stories definition

User-centricity is at the core of our scoping sessions. We engage in user flows and user stories creation to ensure that your software resonates with your target audience, enhancing user experience and satisfaction.

Cost and delivery time estimates

Following the workshop, you’ll get a detailed breakdown of cost and delivery time estimates, allowing effective development plan and recommendations. Scoping sessions help to understand needs, set realistic expectations, and define project scope to ensure the development stays on track and within the budget.

Project roadmap and backlog creation

We learn your objectives and turn them into roadmap creation and actionable plans. As part of our service, we create a backlog, segmenting the project into manageable milestones based on your prioritized features.

Project organization and development plan

Our teams collaborate to establish a robust project organization and development plan, selecting the most suitable team members and defining responsibilities and workflows. This ensures a smooth transition from planning to the point where work on your project can begin.

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From Idea to Execution:

Start with your concept

Got an idea? Contact us to shape it into a well-defined ready for the development stage.

Proceed with the Scoping Session

Gain valuable insights and a concrete plan to kickstart your project’s development phase.

Get a clear project roadmap ✔️

Start with a detailed roadmap that outlines the project’s milestones, timelines, and deliverables.

Scoping session step by step:
  1. 01
    Preparation and Research
    Before the session, we take the time to understand your business goals, industry, and competitors. We aim to grasp your business model, target audience, and key challenges. We identify all stakeholders who should be involved in the project and ensure they’re invited to the scoping session.

    Additionally, we prepare necessary materials, develop an agenda, gather relevant data, and create initial project outlines or drafts. We also prepare questions to uncover your needs and expectations.
  2. 02
    Setting the Stage
    At the beginning of the session, we introduce the participants, explaining their roles, and establishing the meeting’s objectives. We review the agenda together, explaining each part of the session and what we aim to achieve, ensuring everyone understands the purpose and is aligned with the scoping session goals.
  3. 03
    Requirements Gathering
    During the session, we discuss your vision, goals, and what you want to achieve with the project. We delve into the needs of your end-users and how the project will address those needs. We help you identify the features and functionalities the software should have and discuss technical requirements, performance, security, and usability concerns.
  4. 04
    Defining Scope and Constraints
    Based on the requirements, we define the scope of the project together. We clearly outline what is included and what is out of scope. We also discuss timeline, budget, technology, or resource constraints that may impact the project.
  5. 05
    Prioritization and Roadmapping
    We work with you to prioritize features based on their importance and impact on the project’s goals. We develop a high-level project roadmap, outlining phases, key milestones, and deadlines.

  6. 06
    Ready Project Plan
    As a final result, you receive a high-level system design, which includes but is not limited to:

    – System architecture
    – Team Composition
    – Hosting infrastructure
    – Possible integrations
    – Product inventory and system inventory
    – Business requirements and goals
    – Further roadmap of the project
    – General UX and UI design guidance
    – Project Backlog

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Scoping Session Benefits:



Teams that have a clear understanding of project goals are 98% more likely to achieve them compared to those without clear objectives


Lower Costs

Projects with well-defined scopes can be delivered at 28% lower costs than their counterparts with poor scope management


Higher Efficiency

Proper scoping leads to a 45% higher efficiency in delivering projects on time as it helps in setting realistic timelines


Lower Risks

By identifying potential issues early on, scoping sessions help in reducing project risks by 33%


Better Quality

When the scope is well-understood, the quality of the final deliverable is 30% better as it meets the specified requirements accurately


Higher Satisfaction

Stakeholder satisfaction is reportedly 50% higher in projects where scope was accurately defined and communicated from the very beginning.

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    Frequently Asked Questions:

    1. What is a scoping session?
      A scoping session, often the kick-off process for expert project management, is a workshop that usually lasts up to two days and serves as the initial phase in the software development lifecycle. It’s designed for concept definition, user stories creation, and to define the vision for your application development planning.
    2. What values does Right Information bring to a scoping session?
      We’re a team of skilled tech experts and developers with a passion for building modern digital solutions to make workplaces more effective. One of our strongest attributes is extensive operational knowledge across various business sectors. We already know what our clients may need. With this deep understanding, we can offer industry-specific solutions to address their unique challenges.
    3. Why is it worth working with Right Information?
      Over the 20+ years on the market, we’ve gained rich experience and a keen eye on the ever-changing trends. Starting with DLLs and now diving into AI models we’ve been designing and building scalable solutions that kick-start our clients’ growth. Plus, we’re all about taking ownership of our work and ensuring the outcomes represent our brand.
    4. What happens after the Scoping Session service?
      Following the session, we gather the right team specifically tailored to your project’s requirements. We guide you every step of the way, from the inception to the implementation of the final solution, ensuring the development is on track and completed within the set timeline and budget.
    5. How does Right Information run scoping sessions?
      We’re flexible. Whether you prefer a face-to-face meeting at your office or a convenient online session, we can make it happen. And if you’re in the area, feel free to drop by our office in Wrocław, Poland, for a more personal experience. Our approach is to tailor these sessions to your needs, ensuring a productive and engaging experience.
    6. Why is a scoping session necessary?
      A scoping session minimizes risks through risk identification and management and ensures bilateral communication between all stakeholders, which is crucial for the experienced development team’s process. It aids in setting realistic project estimation and defining the software development process steps.
    7. What are the goals of a scoping session?
      The session aims to understand business requirements, plan resources, identify risks, and establish timelines. These are key KPIs for software development and are essential for project management planning.
    8. Who should attend a scoping session?
      You should invite key stakeholders, project managers, and technical experts skilled in cross-functional team collaboration. Having too many participants can hinder focus, so only those responsible for leading each area of the project should be invited.
    9. What are the different names of scoping sessions?
      Some companies can use different terms, like discovery workshops, product design workshops, ideation workshop, concept development workshop, requirement gathering sessions, or planning workshops. Regardless of the name, the core objective remains the same: to align stakeholders and set the foundation for a successful software development process.
    10. How does the scoping session fit into the software development process cycle?
      The session, enhanced by a technical action plan, is the starting point for custom software application development planning. It helps in defining the software development process stages and creating a technical solution recommendation.
    11. What tools and techniques are used during the session?
      You can use various brainstorming methods and models like the Kano and MoSCoW models. These techniques are essential for custom web application development and digital product design and development.
    12. How does a scoping session impact cost and delivery time estimates?
      Greatly! Information gathered during the scoping session helps to provide a detailed cost and realistic project estimation. By understanding your specific needs, goals, and project scope, our technical and business advisory can offer more accurate estimates. This ensures you can plan your budget and timeline more effectively, reducing the likelihood of unexpected costs or delays as the project progresses.
    13. What is the outcome of a scoping session?
      You’ll receive comprehensive information that includes time and cost estimates, project architecture, and a breakdown of various milestones. This detailed understanding helps you grasp your project’s technical and business aspects, ensuring you’re well-prepared for cross-functional team collaboration.
    14. How does a scoping session contribute to UX?
      User flows and user stories creation focus on software user experience and software UX design during the session.
    15. What happens after the scoping session?
      After the scoping session, with the guidance of expert project management, you’ll have a clear roadmap divided into feasible milestones, allowing for a structured software application development planning. This roadmap helps in budgeting and ensures that you won’t get stuck in a never-ending development cycle that could quickly deplete your resources.
    16. Is a scoping session suitable for startups?
      Absolutely, especially if you’re looking into digital product development, the session aids startups in understanding the digital product lifecycle and making informed decisions based on our technical solution recommendation.
    17. How does a scoping session help in risk identification?
      A scoping session is invaluable for risk identification and management. The experienced development team’s expertise in various projects can help you avoid common pitfalls, saving time and money. This risk assessment is crucial for planning contingencies and ensuring a smoother software development lifecycle.
    18. Can a scoping session be considered as a software feasibility study?
      Yes, the session can act as a preliminary software feasibility study, helping you evaluate the viability of your project.
    19. How does a scoping session align with business objectives?
      The scoping session, infused with business vision evaluation, serves as a strategic alignment between your project and your business objectives. By diving deep into your goals, needs, and challenges, we tailor our custom software development solutions to ensure they directly support your business strategy.
    20. What if we already have some ideas and materials prepared?
      Pre-existing materials can be extremely helpful, so you should bring them in! Any related information, graphs, and figures can speed up the software application development planning and ensure the session is productive.
    21. What product ideation techniques do you use?
      Right Information employs a variety of product ideation techniques during the scoping session, including:

      – Brainstorming
      – Mind Mapping
      – Opposite Thinking
      – 6-3-5 Method
      – Assumption Mapping
      – Six Thinking Hats
      – Affinity Diagram
      – Crazy 8s
      – Round Robin
      – Prototyping

      These techniques are designed to facilitate creative thinking and ensure that we explore multiple avenues for your digital product development.