how to formulate requirements correctly

A systems analyst plays an important role in the successful implementation of information technology projects. The efficiency and success of software product development directly depends on the high-quality formulation of tasks and clear definition of requirements. The question is how to formulate requirements correctly to ensure effective interaction between the customer, analyst and developers.
In this article, we will look at the basic principles, practices, and recommendations that will help the systems analyst make the requirements formulation process clearer, more understandable, and more successful. We will consider in detail the key points, aspects and tips that will help not only set the task correctly, but also achieve the desired result in the process of developing a software product.

For the successful implementation of projects in the IT field, the professionalism of a systems analyst and his ability to accurately determine requirements are critical. It is important for the systems analyst to identify four key aspects that will help him effectively manage the process and achieve success:

  • Specification and clarity of task formulations.

  • Dividing the project into smaller and manageable parts.

  • Detailed development of requirements with a clear structure.

  • Consider data security and system performance.

Specifics. Accurate and clear description of the task

Developers expect the systems analyst to clearly and completely describe the task, which defines the goal, input data, expected results, possible errors and exception handling.

  • Cause or root of the problem: When writing a task, it is necessary to describe the input that served as the initiative for improvement. For example, “The platform user is not able to submit documentation for approval.”

    • Described scenario: The platform user is not able to send documentation for approval.

    • Potential problem: The lack of functionality for sending documents for approval can lead to delays in workflows and inefficient document flow.

    • Important aspects: The description of the business problem should also take into account important details, such as how often the problem occurs, the importance of the improvement for users and the business.

    • Scenario for reproducing the problem: A description of the scenario for reproducing an error or problem will help not only the developer and other system analysts, but also the author of the statement.

  • Purpose of the task: The description must clearly indicate the purpose of the task – what needs to be done, what specific result is expected in the end. For example, “Develop new functionality for the platform that allows users to upload and view photos in high quality.”

  • Input data: The input data specification is a key element of the problem description. Developers need to know exactly what data they need to use or obtain to complete a task. For example, “Information about the format of uploaded photos, maximum file size, available image formats.”

  • Expected results: Describe the desired results of a system or functionality. For example, “Users should be able to upload JPEG photos and view and enlarge images without loss of quality.”

  • Possible errors and exception handling: It is important to foresee possible failure scenarios and propose mechanisms for handling them. For example, “If the file you are downloading does not conform to valid formats, the system should display an error message and prompt you to retry the download in a different format.” As a result, a clear and detailed description of the task from a systems analyst provides developers with an understandable and transparent set of requirements, which contributes to the effective implementation of the project and improves communication within the development team.

Separation of tasks

For a systems analyst, it is extremely important to organize the assignment of tasks for backend and frontend developers in such a way that both specialists can work in parallel and not wait for each other.

  • Clear division of tasks: Divide the development process into specific tasks for backend and frontend developers. For example, a backend developer might start working on creating the logic for uploading and storing documents in a database, while a frontend developer works on creating the user interface for loading and viewing documents. To do this, the system analyst will create a method for sending a notification, which he will attach to both productions. For a backend developer, the analyst will describe what the method should do, and for a frontend developer, under what scenarios it should be called.

  • Communication: A key element of successful system development is effective communication between the analyst, backend and frontend developers. Regular discussions, clear expression of requirements and feedback will help eliminate possible misunderstandings, improve coordination and synchronize the team's efforts to achieve a common goal.

Detail and structure

Detailing and structuring information play an important role in the development process, as refined directions help developers better understand the requirements and how exactly a task should be performed. Here are some key points that can be used to structure the task:

  • Description of functionality: Describe in detail how the new functionality should work, what user actions it should support, and what results are expected when using it.

  • Interface: If the task is related to the development of a user interface, indicate the requirements for the design, arrangement of elements, their appearance and behavior. If you have mock-ups, be sure to include them in the production.

  • Technical aspects: If the task requires changes at the database level, application logic, or other technical aspects, provide relevant details and requirements. For example, to filter a search function, it would be appropriate to attach SQL queries using filters. At the analysis stage, this will help eliminate errors and data conflicts.

  • Testing: Describe what tests must be carried out to verify new functionality or changes made, indicate the criteria for successful verification.

  • Interaction with other components: If the new functionality must be integrated with other systems or components, specify specific requirements for this process. Structuring information in accordance with the above points will help developers clearly understand the task, prevent misunderstandings and speed up the process of its implementation.

Considering Security and Performance

Considering security and performance is a critical aspect when developing software. In order for the task to be successfully implemented, it is necessary to pay due attention to the requirements for security, performance and other aspects. Let's look in more detail at what points should be taken into account:

  • Safety:

    • User authentication and authorization mechanisms must be in place to ensure only authorized access to the system.

    • Protection against vulnerabilities such as code injection, CSRF, XSS and other attacks.

    • Data encryption to prevent leaks of confidential information.

  • Performance:

    • Optimizing database queries and data processing to increase system response speed.

    • Caching data to speed up access to reused resources.

    • Monitor application performance to identify bottlenecks and possible improvements.

  • Scalability:

    • Planning for system growth and scaling methods to ensure uninterrupted operation as load increases.

    • Horizontal and vertical scaling of resources to effectively increase productivity. Examples:

      • Security: Development of multi-factor authentication to protect user accounts from unauthorized access.

      • Performance: Optimizing data processing algorithms to reduce application response time to user requests.

      • Scalability: Designing a microservices architecture to easily add new services and scale horizontally as needed. Considering security and performance helps create reliable and efficient software that can run reliably and securely even under heavy load.


In conclusion, it should be noted that the correct formulation of tasks is the key to a successful project. The systems analyst plays an important role in this process, and his work should be as clear, detailed and structured as possible. Effective communication, consideration of safety and productivity, and division of tasks between specialists will help achieve the desired result.


  1. Study the requirements and expectations of developers in detail before setting the task.

  2. Organize a clear division of tasks between backend and frontend developers for parallel work.

  3. Pay special attention to detail and structuring of information when composing a task.

  4. Consider security, performance, and scalability aspects when developing.

  5. Maintain active interaction with the development team, maintain openness and transparency in the work process. I hope that the changes made will help improve the article and make it easier to understand the process of setting tasks in the document management system.

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