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Requirements Definition: How to Apply it & Avoid Common Mistakes

Requirements Definition: How to Apply it & Avoid Common Mistakes

Table of Contents

In order to deliver a successful project, it is essential that the requirements are correctly and accurately defined. Defining requirements can be tricky though – get it wrong and your project will suffer schedule delays, wasted resources, or customer dissatisfaction. In this guide, we’ll look at what the requirements definition is, and how you can apply it in your own projects. Let’s get started!

What are the Requirements?

The requirements of a software project are the functions, features, and constraints that need to be met by the final product. In other words, the requirements define what the software should do, how it should look, and any conditions that must be met for it to be considered successful.

Gathering Requirements is essential in order to create a product that meets the needs of the customer or client. It is important to note that requirements can change throughout the course of a project, so it is important to have a mechanism in place to track and manage these changes.

Types of Requirements

There are broadly two types of requirements:

  1. System Requirements – System requirements can be called the expanded version of the user requirements. System requirements act as the commencement point for any new system design. These requirements are a detailed description of the user requirements the system must satisfy. 
  1. User Requirements – User requirement is a combination of functional and non-functional requirements. These user requirements must be designed in such a way that they are easily understandable by users who do not have any sort of technical knowledge. Hence, they must be written in natural language using simple tables, forms, and diagrams. Also, make sure the document does not have details on system design, software, or formal notations.

Defining Requirements

The most significant aspect of any project is its requirements document. Misconceptions, incorrectitudes, or excesses in the criteria will necessarily result in delays to the schedule, resources lost, and consumer dissatisfaction.

The requirements analysis should start with business or organizational needs and turn them into project needs. If meeting stated standards would be excessively expensive or take an inordinate amount of time, the project’s requirements may have to be compromised, downscaled, or reduced in negotiations with clients or sponsors.

How to Define Requirements?

There are different ways for requirements definition, but all share some common steps:

  1. Identify the stakeholders and their needs
  2. Define the scope of the project
  3. Draft functional and non-functional requirements
  4. Prioritize the requirements
  5. Validate the requirements with stakeholders

Let’s take a closer look at each of these steps.

Identifying the stakeholders and their needs is the first step in the requirements definition process. Stakeholders are individuals or groups who have a vested interest in the project. They can be internal (e.g., employees of the company) or external (e.g., customers, suppliers, regulators). It is important to identify all stakeholders and their needs early on in the project, as their input will be crucial in defining the requirements.

The second step is to define the scope of the project. The scope defines the boundaries of the project and includes everything that will be delivered as part of it. Defining the scope early on helps to prevent scope creep, which is when additional features or functionality are added to the project beyond what was originally agreed.

The third step is to draft functional and non-functional requirements. Functional requirements are those that describe what the software should do, such as ‘The software should be able to login users’. Non-functional requirements are those that describe how the software should work, such as ‘The software should be responsive’. It is important to draft both types of requirements, as they both serve different purposes.

The fourth step is to prioritize the requirements. This helps to ensure that the most important requirements are addressed first in case there are limited resources or time. Requirements can be prioritized using various methods, such as MoSCoW (must have, should have, could have, would have) or Kano (must have, delight have).

The fifth and final step is to validate the requirements with stakeholders. This helps to ensure that the requirements accurately reflect the needs of the stakeholders. Validation can be done through various methods, such as interviews, focus groups, or surveys.

Common Mistakes When Defining Requirements

Some of the common mistakes organizations make when defining requirements include:

  1. Lack of Clarity: It is important to be specific when defining requirements for a software project. Vague or ambiguous language can lead to confusion and delays down the line.
  2. Incorrect Assumptions: Not understanding users’ needs can result in incorrect assumptions and requirements that do not meet user expectations.
  3. Missing Information: Incomplete or missing information can cause setbacks as developers must wait for additional details before moving forward with development.
  4. Overly Specific Requirements: Being overly detailed may cause a loss of focus on the main objectives of the product, resulting in wasted resources and excessive time spent on unnecessary features.
  5. Poor Communication Between Team Members: If team members are not communicating properly, important details may be left out or overlooked. This can lead to costly mistakes and delays.
  6. Poor Documentation: Having an incomplete, poorly written document can lead to a lack of clarity and understanding among team members, resulting in poor-quality software.

How Can One Avoid These Mistakes?

By taking the time to create a comprehensive software requirement specification document and avoiding common mistakes like these, organizations can ensure that their software projects are successful. Proper documentation helps teams stay organized, saves time and money, and ultimately leads to high-quality products that meet user expectations. Additionally, it serves as a source of reference throughout the development process for both customers and developers alike. Investing in a well-crafted SRS document is essential for successful software development projects.

Visure Requirements ALM Platform

Organizations can increase the efficiency and accuracy of their requirements definition process by leveraging a Requirements ALM Platform, such as Visure Requirements. With Visure’s powerful traceability engine, teams can visualize how requirements and user stories are linked to each other, allowing them to see and track changes quickly and easily. This helps to minimize confusion and ensures that all stakeholders understand what is expected from them during each phase of the project. Furthermore, it provides an easy-to-use platform for collaboration across different departments, allowing teams to get on the same page quickly when defining software requirements.

Overall, with proper use of a Requirements ALM Platform like Visure Requirements, organizations can streamline their requirements definition process while ensuring that all stakeholders have a clear understanding of the product they are developing. This helps teams achieve quality results with minimal effort, allowing them to focus their efforts on delivering a successful software product.


In conclusion, properly defining requirements is essential for ensuring success in any software development project. Having an effective Requirement Specification Document can help protect both customers and developers by providing a clear understanding of the objectives and scope of the project. Additionally, leveraging an ALM platform like Visure Requirements can help teams streamline their requirements definition process while increasing accuracy and efficiency. By taking these steps, organizations can ensure that their projects are successful while minimizing costs and delays. If you want to learn more about requirements specification or get started with creating them yourself, request a free 30-day trial at Visure Requirements ALM Platform today.

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The High Cost of Poor Requirements Management

June 06th, 2024

11 am EST | 5 pm CET | 8 am PST

Louis Arduin

Louis Arduin

Main Speaker

Impact & Solutions for Inefficient Requirements Management

Explore the significant impact that inefficient requirements management practices can have on project costs and timelines.