Decoding the Role of Business Analysts in Software Development

Decoding the Role of Business Analysts in Software Development

Imagine an orchestra without a conductor. Each musician might be incredibly talented, but without someone guiding them, the music would likely sound chaotic. The conductor's role is like the glue that holds everything together, ensuring everyone plays in harmony.

Likewise, business analysts in software development are a bit like conductors. They help teams understand what needs to be done, translate requirements from clients into instructions for developers, and make sure everyone is on the same page. Without them, there can be confusion and misunderstandings, making the whole process a bit messy.

Just as a conductor guides musicians to create beautiful music, a business analyst guides the development team to create successful software by making sure everyone knows their part and works together smoothly. They're the ones who help turn a jumble of ideas into a coherent and effective product.

What is a Business Analyst in Software Development? 

In software development, the business analyst is a key but often unnoticed figure who guides projects to success. They bridge the gap between client desires and the development team's work. 

Their main goal consists of 

  • deciphering problems, 
  • finding solutions, and 
  • outlining the end product based on client needs. 

In essence, a business analyst identifies client business challenges and finds the best fixes, serving as an intermediary between the client and the programming team.

Their systematic workflow follows a distinct trajectory:

  1. Get what the client needs, and solve the challenges 
  2. Strategize alone or in a team for optimal solutions
  3. Whip up a tech brief full of specifics using business tricks – think process models, UI sketches, and usage scenarios. Meanwhile, adeptly calculate workload and timelines 
  4. Elaborate extensively on each requirement 
  5. Act as the go-to consultant for tech teams, expertly resolving client conflicts during product development

What challenges does business analysis solve?

Business analysts are essential figures who bring cohesion among departments and stakeholders, ensuring unified goals and requirements.

They ensure everyone — departments, and stakeholders — is on the same page, working toward common goals. But let's dive into the common challenges they face and how they solve them, shedding light on the crucial nature of their work.

Confusing stakeholder expectations 

When stakeholders want different things, it's tough. Clear and regular communication is key. Project updates, meetings, and transparent discussions ensure everyone's expectations align.

Resource crunch

Business analysts solve this by defining needs clearly, maximizing current resources creatively (like automation or outsourcing), and evaluating cost-benefits for resource allocation.

Communication hiccups

Good communication is crucial. Many businesses struggle here, impacting relationships with clients. Analysts help bridge this gap, fostering trust and better connections.

Unclear situations

With various stakeholders, things can get unclear. Analysts use tools like analysis, research, and mapping to understand, evaluate, and decide the best path forward.

Stakeholder engagement 

Involving everyone affected ensures a solution’s success. Analysts make sure everyone understands and agrees on what’s needed.

Process problems and inefficiencies

Analysts improve processes by identifying areas for enhancement, suggesting tools, streamlining workflows, and providing training for changes.

Understanding user needs 

Analysts gather insights through interviews or surveys, ensuring products meet user needs effectively.

Business objective clarity

Educating analysts about company goals and expectations keeps them aligned, fostering collaboration and understanding across departments.

Change fatigue 

Constant changes can exhaust people. Analysts ensure changes are balanced, preventing burnout, failed projects, and frustration.

Ineffective management 

They analyze operations, suggest improvements, and guide implementation to fix issues in management.

Which skills does a business analyst need?

The necessary qualifications for a business analyst role comprise:

  1. In-depth understanding of data analysis methodologies. 
  2. Proficiency in statistical methods, machine learning algorithms, and various data analysis tools. 
  3. A holistic comprehension of interlinked business processes and their impact on enterprise operations. 
  4. Hands-on expertise in managing substantial data volumes, diverse database systems, and cloud-based information storage. 
  5. Exceptional verbal and written communication abilities vital for engaging stakeholders. 
  6. Collaboration proficiency with data analysts, economists, and software developers is essential.

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How business analysts make your needs a priority

Sort out stakeholder priorities

Business analysts work with different groups who might want different things. They need to find common ground among these groups and come up with solutions that fit everyone's needs. They use negotiation skills and data to make decisions that benefit everyone.

Help employees accept changes

Sometimes, employees don't like new ways of doing things. Business analysts explain why these changes are good and help workers get used to them. They involve everyone early on, address worries, and provide training to make the transition smoother.

Make sense of confusing requests

Business analysts often deal with unclear or changing requests from customers. This can confuse the team and slow things down. They use good communication and management skills to make sure everyone understands what's needed. Regular meetings and clear documentation help avoid confusion and keep things on track.

The business analyst's to-do list encompasses a wide range of tasks to ensure successful project execution and alignment with client business objectives:

  • Understanding the client's needs: This involves getting a good grasp of what the client's business is all about and what they're looking for in a new product or service.
  • Listing requirements for new products: Collaborating extensively with developers, clients, and end-users to gather, document, and prioritize requirements crucial for the new product's development.
  • Analysis methods: Exploring different ways to understand the market, such as brainstorming sessions and keeping an eye on what competitors are doing.
  • Identifying problems and solutions: Finding the hiccups or challenges in the current plan and coming up with ways to fix or improve them.
  • Categorizing requirements: Organizing gathered requirements into distinct groups such as business, functional, and non-functional specifications, and documenting them clearly for reference and implementation.
  • Managing changes: Handling any new requests or changes that pop up during the process and figuring out how they'll affect the plans that are already in place.
  • Translating between teams: Acting as a bridge between the technical team (developers) and the client to ensure everyone understands each other's needs and goals.

Throughout the workday, a business analyst engages in a diverse array of tasks, such as

  • conducting meetings with the project team and clients to discuss progress and strategies, 
  • generating innovative solutions through brainstorming sessions, 
  • utilizing various tools including diagrams, models, and prototypes, 
  • extensively researching and documenting requirements, 
  • providing ongoing guidance and support to developers and testers, while proactively staying informed about evolving industry standards.

Business analysts thoroughly comprehend complex systems, breaking them down into simpler models. Their role ensures everyone is aligned for a successful final outcome. 

However, challenges arise in client communication when conveying innovative ideas or dealing with time, and money constraints. Plus, there's loads of info — new methods, approaches, and emerging platforms — to keep up with! A top-notch Analyst masters data collection, industry knowledge, software methods, and foundational programming.

In terms of business analysis, professionals must exhibit a diverse range of essential skills: 

  • adept analytical capabilities,
  • adaptability to fragile circumstances, 
  • proficiency in comparing current situations with past ones,
  • swift decision-making abilities, 
  • a keen eagerness for learning,
  • excellent communication skills, 
  • meticulous attention to detail, and 
  • a commitment to clarity.

The business analyst plays a pivotal role in aligning your app with your business objectives. From negotiating an offer to accelerating work during the discovery phase, they ensure your project kicks off on the right track.

Check out the app development stages at Apiko.

Planning & analysis

Project planning marks the phase where analysis of needs, stakeholders, existing solutions, competitors, and more occurs. The business analyst's role involves defining the project's aim and concept. This provides a preliminary understanding of who needs the future product, its purpose, and what sets it apart.

Key functions of the BA in this phase include:

  • Exploring problems and opportunities
  • Identifying interested parties in the product
  • Summarizing preliminary development visions.

Tools used by the business analyst:

  • Techniques for problem analysis
  • Methods for market research
  • Strategies for identifying stakeholders.

Following planning, the company can decide whether to commence development or explore alternative avenues based on conclusions drawn from this phase.

Artifacts compiled by the business analyst post-initiation:

  • Product vision statement and problem statement
  • Business model/Lean canvas
  • Competitors landscape
  • Stakeholder registry.

Business analysis in software development ensures a solid project foundation. Avoiding initial mistakes heightens the chance of crafting the right product, maximizing benefits, and reducing future costs. The BA's tasks include:

  • Defining the project's business goals
  • Clarifying project scope boundaries, and understanding what's in and out
  • Establishing effective team-requirement processes.

Project discovery 

During this phase, lasting from a few weeks to a couple of months, the goal is to lay the groundwork for the project. This involves creating essential documents detailing the scope of work and tasks involved.

This stage often involves the following processes:

  • A deeper dive into understanding stakeholders and assembling a comprehensive team of specialists,
  • Defining the project's boundaries,
  • Grasping the technical architectural decisions of the product,
  • Establishing initial priorities for the Minimum Viable Product (MVP).

Key tasks for the business analyst here include

  • analyzing stakeholder structures,
  • planning and conducting workshops,
  • unveiling business needs during the discovery phase,
  • summarizing and documenting the outcomes (backlogs),
  • crafting an initial project plan (roadmap).

It's crucial to prepare well for workshops and interviews with stakeholders and developers during this phase. Documentation also deserves careful attention, with various tools and techniques available for effective execution.

Working on large-scale projects involves coordinating with dispersed specialists. Therefore, a business analyst should understand how to manage collaboration across different departments. 

The result of these sessions is the project's baseline. After discovery, the business analyst should have produced essential artifacts, including:

  • Stakeholder map
  • Product vision board
  • Product backlog
  • Communication plan
  • Business analysis approach

This phase sets the stage for a successful project, ensuring everyone's on board and ready to embark on the journey ahead.

“Apiko delivered a SaaS platform that met the client's requirements and expectations. Throughout the engagement, the team was transparently communicative of their progress and had excellent attention to detail. Moreover, they went above and beyond to accommodate the client's needs."
Jorden Beatty
Product Manager, DASH

Development and Testing

At this stage, software is crafted directly. Engineers write and test code, integrating it with external systems. The business analyst's role revolves around

  • onboarding new team members,
  • documenting and implementing requirements,
  • refining the product backlog and requirements through team discussions (refinement),
  • clarifying requirements and recording potential client issues (elicitation).
  • managing requirements and changes,
  • conducting internal User Acceptance Testing (UAT).

Most projects are based on Agile methodology, dividing work into small sprints. Thus, BAs often present intermediate results to stakeholders.

Tools and techniques used by BAs during development:

  • Techniques for requirement documentation (use cases, user stories, diagrams).
  • Requirement management methods (tracking, reviews, estimation, workshops).

Delivering artifacts post-development:

  • Refined backlog
  • Backlog items compliant with Definition of Ready
  • Release notes
  • Demos and presentations


At this stage, the BA prepares release documentation, defines success metrics, and gathers feedback from focus groups. Key duties involve

  • defining user groups for testing,
  • conducting tests and gathering feedback,
  • setting success metrics and analyzing their post-release impact,
  • tasking technical writers to create User Guides.
  • Support

During this phase, the BA filters user requests and assigns them for:

  • Bug fixing
  • New feature ideation
  • Additional training needs.

Key BA functions at this stage include:

  • Categorizing defects as bugs or features,
  • Handling new user requests,
  • Prioritizing requests in high-volume scenarios,
  • Assessing requests for their functional impact or current client needs.

BAs aim to assess and estimate all requests, sometimes collaborating with engineers to understand how proposed features integrate with the existing or future product components.

Tools and techniques for requirements management include item tracking, reviews, estimation, and impact analysis.

The business analyst aims to minimize development changes, saving time and costs while enhancing the client's product vision. This ensures the client receives a superior product. To optimize your business processes, ensure your software provider offers top-notch business analysis outsourcing. We're here to craft efficient software solutions for your needs.

Wrapping up

The business analyst, a pivotal figure in software development, decodes complexities to ensure the end product aligns with both client needs and the tech team's capabilities. Their role isn't just a job; it’s about problem-solving, effective communication, and striving for the best.

Being a business analyst is about making a difference for your clients. We understand the importance of staying updated on technology and regulations, ensuring your company thrives in the evolving landscape. 

Apiko is a custom software development company with over 10 years of experience. Want to know more about what we do? Check out our case studies – an embedded finance platform is just one of the many projects we have successfully completed.