Confluence Whiteboard + AI for Requirements Gathering

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Gathering functional requirements from multiple groups can feel like herding cats. I used to struggle with aligning everyone’s input—until I started incorporating Confluence Whiteboard into our discussions. 

Functional requirements outline what a system should do to meet the needs of users and stakeholders. They’re the foundation of any successful project, defining the features and functions needed to make the end product valuable.

During a recent project, we brought together stakeholders from different departments, each with unique needs and priorities. Traditionally, this would lead to long meetings, scattered notes, and the inevitable “Did we capture everything?” moment. This time, I decided to try a different approach.

With Confluence Whiteboard, we created a live, visual space where every stakeholder could contribute in real-time. We mapped out ideas, categorized needs, voted on priorities, and highlighted dependencies. By using AI to summarize the whiteboard into action items and user stories, everyone had a clear path forward, and we saved hours that would’ve been spent manually organizing notes.

Lessons Learned:

1️⃣ Visibility drives alignment. Seeing everyone’s input on one board made it easier to identify overlaps and gaps.

2️⃣ Real-time collaboration builds engagement. Watching stakeholders actively participate on the board fostered a sense of ownership.

3️⃣ AI can streamline next steps. Instantly transforming notes into structured action items and user stories kept the momentum going.

Confluence Whiteboard can be more than just a tool—it can provide a framework for collaboration. When everyone has a place to share, clarify, and refine ideas, and AI helps turn them into action, requirements gathering becomes more than a task. It becomes a shared mission. 

How do you gather requirements across teams?

[Aristóteles Quintanar]

Great ideas, thanks for share!