Creating a software concept: basic building block for project success

A software project without a concept is like building a house without a foundation. The result is unstable, involves high risks and is highly likely doomed to failure. So what should such a software concept look like that is based on a stable foundation? We have summarized the most important steps.

What is a software concept?

A software concept represents the framework of a software solution. Initial ideas, requirements and goals are structured and translated into functional software. The focus is also on planning the procedure and the individual project phases, so that software development can begin immediately after the concept has been created.

Why is a software concept important?

At the start of a software project, companies are often faced with an unclear starting position: There is a rough idea, but the details of implementation, feasibility and the required resources are still very vaguely formulated. This is exactly where the software concept comes in: The solution concept forms the bridge between the idea and implementation. In doing so, the central questions are clarified:

• What value does the software solution create for users? (desirability, usability)
• How should the product be created? (Feasibility)

After concept development, a product backlog is created in which the product vision is converted into epics — i.e. the strategic goals of the product — as well as into features and prioritized. On this basis, the user stories and tasks for the first sprint are then defined so that the development team can start implementing it directly.

All benefits at a glance

• Clarity and transparency: A well-founded concept ensures a common understanding among all parties involved and enables seamless communication.
• Minimize risks: Potential stumbling blocks are identified at an early stage so that appropriate countermeasures can be taken in good time.
• Efficiency and cost control: Through structured planning, time and resource expenditure can be precisely calculated and monitored.
• user centricity: Validated concepts guarantee that the software meets the actual needs of the target group.
• Quick start to development: A “dev-ready” concept ensures that the development team has all the tools to get started without delay.

How can a software concept be structured step by step?

Important to know: Each software concept is as individual as the customer's requirements. There is no one-size-fits-all solution that can be transferred one-to-one and can be applied to every use case. In this section, we explain how such a concept can be built up step by step using specific deliverables, i.e. measurable results and milestones, as well as methods.

1.Project setup: The starting point for a strong software concept

The first step towards a successful software project is to define clear goals. To do this, we first develop a product vision that precisely describes the long-term benefits and strategic goals of the software. This vision serves as a basis for aligning all participants with a common goal.

To ensure transparency and efficiency, we then create a compact overview of all relevant product details using a Project Canvas. This tool ensures that all important information is bundled in one place and is easily accessible to all project participants.

In addition, we analyse potential challenges and opportunities during the course of the project. A central part of this phase is the creation of a RACI matrix that clearly defines responsibilities and responsibilities. In this way, we minimize potential misunderstandings and avoid delays in the project process.

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2.Understanding the initial situation: The basis for an effective software concept

A deep understanding of the initial situation is the key to a software solution that is tailored precisely to the requirements of the target group. The first step is to define proto-personas — fictitious but realistic users that are based on well-founded assumptions and should be validated during the process. They provide important insights into:

• background information
• targets
• Responsibilities
• activities
• Challenges (Pains) and Needs
• skills
• collaborations

Based on these proto-personas, a process map is then created that visualizes existing work processes and helps to identify the biggest pain points in the process. These findings form the basis for targeted concept development, which offers users real added value.

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3.Analysis and preparation of requirements: The core of the software concept

A software concept stands or falls with precise requirements. Therefore, in the third step, user stories and a user story map are created. User stories describe the desired functions from the user's perspective and ensure that the software application is consistently designed in a user-centered manner. The user story map organizes these features and prioritizes them so that the most important features go into development first.

In addition, a validation plan is incorporated into the prioritization of user stories. There, assumptions and risks are listed and minimized with regard to the following factors:

• ‍Desirability: Do users want the product and does it help them? ‍
• Usability: Can users operate the product smoothly and efficiently? ‍
• Feasibility: Can the technical implementation be realized with new or existing technologies?

The creation of use cases is also particularly crucial for a successful software concept. These specific use cases illustrate how users interact with the software to achieve a specific goal. Preconditions, triggers and the desired result are clearly defined. This creates a solid basis for development that saves time and resources — and at the same time ensures that your software really meets the needs of users.

3.1 Clear requirements — smooth transition

In order to define requirements even more specifically, additional deliverables can be integrated if required — for example UX prototypes that illustrate the interaction design, or the entity relationship model (ER model). The latter represents all relevant entities and their relationships in the specialist domain in order to establish a uniform understanding of the requirements in the project team.

An indispensable part of the third step of creating the software concept is the technical system concept. It forms the specific roadmap for implementing the software project and consists of the following key aspects:

• Analysis of the technical framework
• Technology stack including proof of concept (PoC)
• Architectural concept in the form of a C4 model

This creates a solid basis that not only clearly defines the requirements, but also ensures a smooth transition from concept to development.

4.Preparing for development: The transition to implementation

A well-thought-out solution concept is the key to a seamless transition to the development phase. Two key deliverables play a decisive role in this: First, the validated backlog, which ensures that the prioritized requirements are at the top and are implemented first. This results in a high level of efficiency and parallelization, which is ideal for agile work.

Second, it allows Product roadmap a comprehensive overview of the planned development, including all project milestones and important functions. This improves team collaboration, while clear visualization and structured communication significantly facilitate the entire development process.

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Conclusion: The key to project success

A well-thought-out software concept is much more than just a rough plan. It lays the solid foundation for the entire development process — from the initial idea to successful implementation. With a clearly defined concept, you minimize risks, create transparency and ensure that the software application provides real added value for users.

If you invest enough time in a software concept right from the start, you reduce the likelihood of expensive improvements to the foundation. A well-developed software concept is therefore the best guarantee for successful projects and the long-term success of the software project.

Are you interested in software concepts?

If you would like to know how you can set up the optimal software concept, feel free to contact us.

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