HKSM

Prompt lists are curated sets of categories, cues, or questions used to spark ideas and ensure completeness during identification activities such as risks, stakeholders, or requirements. They guide thinking without dictating answers and are tailored to the project context.

Key Points

• Used to trigger comprehensive thinking during identification activities (e.g., risks, stakeholders, requirements).
• Common forms include PESTLE, risk breakdown structures, stakeholder categories, and requirement types.
• Should be tailored to the project, domain, and delivery approach before use.
• Complements, not replaces, expert judgment, brainstorming, and data analysis.
• Helps reduce omissions and cognitive bias by providing structured prompts.
• Maintained as a living list and refined with lessons learned across the lifecycle.

Purpose

Prompt lists provide a structured starting point to surface ideas that might otherwise be missed. They improve completeness and consistency when identifying items such as risks, assumptions, dependencies, stakeholders, and requirements, especially in workshops and reviews.

Field Definitions

• ID: Unique identifier for the prompt (e.g., PL-01).
• Category: Grouping of the prompt (e.g., External, Technical, Organizational).
• Prompt Text: The cue or question used to spark thinking.
• Domain/Area: Intended use (e.g., Risk Identification, Stakeholder Analysis, Requirements Elicitation).
• Examples/Triggers: Illustrative items to clarify the prompt.
• Applicability: Phase, iteration, or event where the prompt is most useful.
• Owner: Person or role accountable for maintaining the list.
• Source/Reference: Origin of the prompt (e.g., lessons learned, standards).
• Notes: Guidance, tailoring tips, or constraints.
• Last Review Date: When the prompt was last validated or updated.

How to Create

• Define the identification goal (e.g., uncover risks for a release, identify stakeholder groups).
• Select a base model appropriate to the goal (e.g., PESTLE for external factors, RBS for risk categories).
• Gather inputs from lessons learned, prior projects, and organizational process assets.
• Draft prompts as clear, concise questions or cues aligned to categories.
• Tailor for context by adding domain-specific prompts and removing irrelevant ones.
• Validate with SMEs and team members to ensure relevance and clarity.
• Assign ownership and document metadata (source, applicability, review date).
• Store in an accessible format (register, wiki page, or backlog list).

How to Use

• Introduce the purpose of the prompt list at the start of workshops or identification sessions.
• Walk through prompts systematically, pausing to capture any items triggered.
• Encourage participants to add new prompts that emerge during discussion.
• Do not force-fit answers; skip irrelevant prompts and focus on those that add value.
• After the session, consolidate outputs into the appropriate register or backlog.
• Record any gaps or improvements to refine the prompt list for future use.

Ownership & Update Cadence

• Owner: Typically the project manager, business analyst, or risk lead, depending on the domain.
• Contributors: Core team, SMEs, and governance roles provide feedback and additions.
• Cadence: Review at phase gates, major releases, or quarterly for long projects.
• Trigger-based updates: Update after significant events (e.g., regulatory change, major incident).
• Archive and reuse: Move mature prompts into organizational assets for future projects.

Example Rows

• ID: PL-01 — Category: External (PESTLE) — Prompt: Are there political or regulatory changes that could affect objectives? — Domain/Area: Risk Identification — Notes: Consider permits, tariffs, and policy shifts.
• ID: PL-02 — Category: Stakeholders — Prompt: Have we identified all user groups, suppliers, regulators, and support teams? — Domain/Area: Stakeholder Analysis — Notes: Include internal and external parties.
• ID: PL-03 — Category: Technical — Prompt: What technology constraints, interfaces, or dependencies might introduce risk? — Domain/Area: Risk Identification — Notes: Review integration points and performance limits.
• ID: PL-04 — Category: Requirements — Prompt: Have non-functional needs (security, performance, usability) been captured? — Domain/Area: Requirements Elicitation — Notes: Validate acceptance criteria.
• ID: PL-05 — Category: Organizational — Prompt: Are there resource, capability, or culture factors that could impact delivery? — Domain/Area: Planning — Notes: Consider skill gaps and change readiness.

PMP Example Question

During a risk identification workshop, the team plans to use a prompt list. What is the best way to apply it?

1. Use it to replace expert judgment and speed up the session.
2. Read each prompt, capture ideas it triggers, and tailor or skip prompts that do not apply.
3. Require the team to provide at least one item for every prompt to ensure completeness.
4. Convert each prompt directly into a risk and add it to the risk register.

Correct Answer: B — Read each prompt, capture ideas it triggers, and tailor or skip prompts that do not apply.

Explanation: Prompt lists are aids to spark thinking and reduce omissions. They complement expert judgment and should be tailored, not used as a mandatory checklist.