How can functional requirements documentation be made more understandable for all stakeholders?

1 Use plain language

One of the most common barriers to understanding functional requirements is the use of jargon, acronyms, and technical terms that are unfamiliar or ambiguous to some stakeholders. To avoid confusion and misinterpretation, use plain language that is clear, concise, and consistent throughout your documentation. Explain any terms that may not be obvious or common, and provide examples or illustrations where possible. Avoid using vague or subjective words like "fast", "easy", or "user-friendly", and instead use specific and measurable criteria.

2 Structure your document logically

Another way to make your functional requirements documentation more understandable is to structure it logically and systematically. Use headings, subheadings, and numbering to organize your document into sections and subsections that follow a coherent flow. Use tables, charts, diagrams, or other visual aids to present complex or detailed information in a more digestible way. Use bullet points, lists, or tables to highlight key points or summarize information. Use consistent formatting and style throughout your document, and follow a standard template or guideline if available.

3 Use a common format

A common format for functional requirements documentation is the use case. A use case is a description of how a user interacts with the system to achieve a specific goal or task. A use case typically includes the following elements: the name of the use case, the actor (the user or role that performs the use case), the preconditions (the conditions that must be met before the use case can begin), the main flow (the sequence of steps that the actor follows to complete the use case), the postconditions (the conditions that are achieved after the use case is completed), and the alternative or exceptional flows (the variations or deviations from the main flow that may occur). Using a use case format can help you write functional requirements that are clear, concise, and consistent, and that cover all the possible scenarios and outcomes.

4 Validate your document

Before you finalize your functional requirements documentation, you should validate it with your stakeholders to ensure that it meets their needs and expectations, and that it accurately reflects the system's functionality and behavior. You can use various methods to validate your document, such as reviews, walkthroughs, inspections, or prototyping. The validation process can help you identify and resolve any errors, inconsistencies, gaps, or ambiguities in your document, and also get feedback and suggestions from your stakeholders. Validation can also help you build trust and rapport with your stakeholders, and ensure their involvement and commitment to the project.

5 Update your document

Finally, you should update your functional requirements documentation regularly and systematically throughout the system development lifecycle. As the project progresses, you may encounter changes in the system's scope, design, or implementation, or new requirements or feedback from your stakeholders. You should document these changes in your functional requirements documentation, and communicate them to your stakeholders. Updating your document can help you keep track of the system's evolution and status, and also avoid confusion and conflicts among your stakeholders. Updating your document can also help you maintain its quality and relevance, and ensure that it reflects the system's current and desired functionality and behavior.