In the previous blog post, I introduced you to the Power Apps Map (PAM) - a framework for structured requirements gathering and the design of low-code solutions. If you don't know it yet: Here you can use the PAM directly as a Miro template:
Now it’s time for the first important step: the initial interview.
Why the initial interview is so important
Before you start developing a Power App or Power Automate flow, you should have a structured initial conversation . Whether the request comes via Teams, email, or the grapevine , this conversation will help you really understand the problem and avoid unnecessary iterations.
1️⃣ Prepare the initial interview properly
📅 Set a date: Depending on the complexity, plan 1-2 hours with the requester and a future user of the solution.
📑 Check documents: Have existing processes, mockups or documentation provided to you in advance so that you can ask specific questions.
❓ Prepare questions: Use the standard questions from the Power Apps Map and supplement them for the specific use case.
Here is a selection of questions that will help you understand the core of the problem:
Which use case do you plan to implement with the Power Platform? Where is the current pain and what added value can we achieve with the solution?
How is the process planned with the Power App currently being carried out? Can you walk me through the process?
Are there already documents about the proposed solution? Processes, mockups, wireframes, written requirements?
Can savings be predicted? If so, how much do you estimate the savings to be (compared to the current solution)?
Should the solution be further developed in the long term or will the requirements largely remain the same?
What special requirements do you have for the application? Processing of photos, videos, documents? Responsive design? Import of legacy data? AI functions? Interfaces to other systems? Offline functionality? Export function in Excel, CSV etc.?
Do other departments have the same problem? Have you already looked on the market for solutions that solve a similar problem?
What should the solution be called? Are there any name ideas yet?
Who gives us the requirements? Who is our requester / product owner? Who do I contact if I need feedback on a feature?
Who is responsible for the technical side of the project? For example: who do I contact if I have questions about the database?
What interest is there in citizen development / department development? Are there employees who are interested in the Power Platform and joint solution development?
How many users will the solution have and how can our user be roughly defined? What are their needs and skills?
Which users do you plan to involve in the development and what is their weekly availability for the collaborative development of the application?
How many records are created per day/month/year? How do you forecast growth?
When should the project be completed?
When should the project start?
Are additional licenses required?
💡 Tip: Record the most important things in the Power Apps Map – this way everything stays structured and understandable.
2️⃣Understanding the current system – Process Walkthrough
Unless it is a completely new idea, there will already be a "system" that is used to carry out the process. This can be an Excel spreadsheet, existing software that is to be replaced or a "paper process". Take the time with the requester and user to go through the current system step by step. Also look at the upstream and downstream steps in the process to understand the big picture.
👀 Walk the requester through the current process step by step.
📸 Take screenshots or record the process – users often jump back and forth between systems.
📝 Document key insights in the Power Apps Map.
Example:
During a tool management exercise, it turned out that the current process consisted of software, NFC chips, QR code stickers and a PDF form. It was only through the walkthrough that the real challenges became clear!
3️⃣ Define the problem statement
Formulate the core problem briefly and concisely with the requester. It doesn't have to be a long text - a few sticky notes on the Power Apps map are enough.
🎯 Example:
4️⃣ Formulate a solution – but not in detail!
After we have grasped the core of the problem, we want to move into the solution space. At this point, the goal is not to define exactly which app and which flow does what. It is much more about formulating a kind of "vision". What are the important cornerstones that must not be missing from the future solution?
Example of tool management:
✅ Tools must be borrowed with 3 clicks via QR code.
✅ Every loan should have a history.
✅ Users should be able to see at any time which tools they have borrowed.
✅ Maintenance intervals must be easier to view.
5️⃣ Collect inspiration – "Steal with Pride"
Good UX already exists – so use it! It is often helpful and sensible not to reinvent the wheel from scratch when it comes to user guidance and interfaces.
The following questions can help:
What do we particularly like about the current system and do we want to adopt it?
Which apps (e.g. from the Apple or Android App Store) do something similar and how can we be inspired by them?
What other applications does my user use and can I get inspiration from the user interface there and thus make the interface even more user-friendly for my user?
In my opinion, the positive side effect of saving time and increasing user focus is that we think "out-of-the-box" about what Power Apps offers us in terms of ready-made controls. This way, we as developers can also learn something later and create more user-friendly solutions.
💬 My tip: There is no reason to reinvent every design. Use established patterns - this saves time and improves the UX!
6️⃣ Follow-up to the initial interview
After you have had the initial interview, it is advisable to pay attention to the following things to ensure a good follow-up
✅ Store documents centrally – no email chaos! Use a Teams folder or OneDrive.
✅ Share Power Apps Map – so all stakeholders stay on the same page.
✅ Involve users early on – this increases acceptance and quality.
✅ Briefly summarize results – precise follow-up ensures clarity.
Conclusion
A good initial discussion will save you from later iterations, unnecessary features and technical dead ends .
With the Power Apps Map you have a tool that helps you bundle all insights on a single map.
🚀 The next blog is about the next step: "Project team – who does what?"
📢 Do you have a different approach? Share your experiences in the comments!
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