How to Communicate Technical Requirements to Non-Technical Clients for Developing an Odoo Application

Developing an Odoo application for a client requires navigating technical complexity and business needs, but clients may not always comprehend the technical jargon and processes involved. Clear and effective communication is essential to ensure that both parties are aligned throughout the development journey, preventing misunderstandings, scope creep, or project delays.

In this blog, we’ll share best practices and strategies to help Odoo developers communicate technical requirements to non-technical clients and ensure a smooth development process.

1. Understand the Client’s Business Needs First

Before jumping into technical discussions, take time to understand the client's business model, processes, and goals. Clients care about how the application will solve their problems or improve their operations—not the code or architecture behind it.

• Ask open-ended questions like:
  a. "What are the biggest challenges you're facing?"
  b. "What is your vision for the Odoo application?"
  c. "What processes would you like to automate?"

This approach will allow you to translate technical features into business benefits later.

2. Use Business Language Instead of Technical Jargon

Most non-technical clients aren’t familiar with terms like ORM, XML, QWeb, or API calls. Use language they understand and frame technical aspects as solutions to business problems. For example:

• Instead of saying:
  "We will create a REST API to integrate your Odoo with the eCommerce platform."
• Say:
  "Your Odoo system will sync product data automatically with your online store, so you don’t have to update them manually."

Focusing on what the feature does, rather than how it's built, makes it easier for the client to grasp.

3. Utilize Mockups and Diagrams to Visualize Requirements

Particularly when discussing esoteric concepts or intricate procedures, a picture truly does speak a thousand words. Make use of the following resources:

• Process flow diagrams are used to illustrate the interactions between various modules.
• Wireframes or mockups to give clients a feel of the user interface (UI).
• User journeys to explain how different users will interact with the system.

These illustrations make communication easier and guarantee that everyone is aware of the operation and design of the system.

4. Break Down Requirements into Simple, Manageable Parts

Refrain from giving them too much information at once. Use a modular approach to discuss the project:

1. Start with high-level goals:
   “We will implement an Odoo-based inventory system.”
2. Break down the modules involved:
   “First, we need to set up product management, stock locations, and reorder points.”
3. Go deeper only when necessary:
   "To guarantee that your data is secure and always recoverable, we will set up automatic backups."

This method allows the client to follow along gradually without losing track of the big picture.

5. Use Real-World Examples and Analogies

Sometimes, analogies or examples make technical concepts easier to understand. Here are a few examples:

• Instead of explaining database relationships, say:
  “Think of it like a library catalog that connects book titles with author names and subjects.”
• When discussing system automation, say:
  “It’s like setting an alarm clock—once you set it, the system will perform the task on time without manual effort.”

Relating technical concepts to things clients are familiar with reduces confusion and promotes clearer understanding.

6. Focus on Outcomes and Benefits

Clients care more about what the system will do for them than the technical implementation. Frame conversations around the benefits of each feature or functionality:

• Instead of:
  “We will build a cron job to automate the daily backup.”
• Say:
  “We will set up automatic backups to ensure your data is safe and always recoverable.”

This approach keeps the discussion goal-oriented and ensures the client understands the value of each feature.

7. Document Requirements in Clear, Client-Friendly Language

After discussions, always document the requirements in a simple and structured format. Include:

• Feature descriptions: Write what each feature will do, not how it will be coded.
• User stories: When explaining user stories to a non-technical customer, it's important to keep things simple and user-focused, avoiding technical jargon and focusing on what a user needs from a product.
• Scope of work: Describe the project's scope, including what is included and what is not.
• Milestones: Define timelines for different phases of development.

This guarantees that throughout the project, both parties will have a clear reference point.

8. Set Clear Expectations for the Development Process

If clients are not informed of the difficulties developers confront, they could have irrational expectations. Explain key aspects of the development lifecycle, such as:

• The a need for testing and bug fixing before going live.
• The potential for delays if unexpected changes are introduced.
• Why scope changes may impact timelines and costs.

This proactive communication builds trust and prevents friction later in the project.

9. Involve Clients in the Development Process

Throughout the process, ask for feedback from clients and provide them with regular updates to keep them interested.

• Weekly or bi-weekly meetings to discuss progress.
• Demonstrations of prototypes or early versions of the application.
• Use agile methodologies if possible, delivering the project in phases (sprints), so clients can see the progress incrementally.

Involving the client ensures that their feedback is considered early, reducing the risk of costly changes later.

10. Handle Change Requests Smoothly

Clients may request new features or changes mid-project, which can complicate development. Instead of outright rejecting requests, explain:

• How the change will impact the timeline and budget?
• Can the new feature be added in a future phase?
• Offer alternatives if the request is too complex.

The customer is able to keep reasonable expectations and make well-informed judgments because of this open communication.

The customer is able to keep reasonable expectations and make well-informed judgments because of this open communication. By focusing on business outcomes, using visuals and analogies, and involving clients throughout the process, Odoo developers can build strong relationships and deliver solutions that meet the client’s needs. Clear, structured communication minimizes misunderstandings, keeps the project on track, and ensures a positive experience for both the developer and the client.