Describe The Job Before The Product
List the tasks users need to complete, the information involved, and the constraints. Separate essential requirements from preferences. A feature list without a workflow can make several products look suitable while hiding the real gap.
Compare Three Paths
- Configure: improve the settings, permissions, fields, or workflows in an existing tool.
- Connect: integrate suitable products so the information moves between them.
- Build: create a custom application when the important workflow cannot be supported adequately by the other options.
Include The Cost After Launch
Compare subscriptions, implementation, data migration, training, hosting, maintenance, and future changes. Consider vendor restrictions and what would be required to export data or move to another system.
Custom software requires an owner and a support plan. An existing platform also has dependencies: licences, configuration expertise, and the provider’s roadmap. Make both sets of responsibilities visible.
Test The Uncertain Part
If the main uncertainty is usability, test a prototype with representative users. If it is integration, validate the interface before designing the whole application. If it is commercial demand, test the offer before building a large product.
A prototype is evidence for a decision. It should not be mistaken for a secure, maintained production system.
Document The Choice
- The requirement the chosen approach satisfies.
- The alternatives considered and why they were rejected.
- Dependencies, ownership terms, and operating costs.
- Acceptance criteria for the first release.
- The circumstances that would justify revisiting the decision.