How do you document system requirements?

1 Choose a format

There are different formats and methods for documenting system requirements, such as text, diagrams, models, tables, or code. The format you choose depends on the type and complexity of the system, the preferences and expectations of the stakeholders, and the tools and standards available. You should choose a format that is clear, concise, consistent, and comprehensive. You should also use a common language and terminology that everyone can understand.

2 Identify the sources

The sources of system requirements are the people or entities that have a stake or interest in the system, such as customers, users, managers, regulators, or competitors. You should identify and consult with these sources to elicit, analyze, and validate their needs, expectations, and constraints. You should use various techniques to gather information from the sources, such as interviews, surveys, observations, workshops, or prototypes.

3 Categorize the requirements

The requirements of a system can be categorized into different types, such as functional, non-functional, user, business, or technical. Functional requirements describe what the system should do or provide, such as features, functions, or services. Non-functional requirements describe how the system should perform or behave, such as reliability, security, usability, or scalability. User requirements describe the needs and goals of the end-users of the system, such as tasks, scenarios, or user stories. Business requirements describe the objectives and benefits of the system for the organization or client, such as revenue, market share, or compliance. Technical requirements describe the specifications and constraints of the system architecture, design, or implementation, such as hardware, software, or standards.

4 Specify the requirements

The requirements of a system should be specified in a clear, precise, and unambiguous way. You should use a consistent format and structure for each requirement, such as a statement, a condition, and a criterion. You should also assign a unique identifier, a priority, and a status to each requirement, such as a number, a level, and a state. You should avoid vague, incomplete, or contradictory requirements that can cause confusion, errors, or conflicts.

5 Review and verify the requirements

The requirements of a system should be reviewed and verified by the stakeholders, developers, testers, and users to ensure that they are correct, complete, feasible, and acceptable. You should use various techniques to review and verify the requirements, such as inspections, walkthroughs, reviews, or tests. You should also document and resolve any issues, changes, or feedback that arise during the review and verification process.

6 Manage and communicate the requirements

The requirements of a system should be managed and communicated throughout the project lifecycle. You should use a document management system or a requirements management tool to store, organize, update, and track the requirements. You should also use a communication plan or a collaboration platform to share, discuss, and report the requirements with the stakeholders, developers, testers, and users. You should also establish and follow a change management process to handle any changes or modifications to the requirements.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?