Business Analyst in practice – what is this role and how to grow a career in IT? 

What does a Business Analyst do, and which skills are essential in this profession today? What does collaboration with business stakeholders and technical teams look like? Which tools do Business Analysts use, and how is AI changing their everyday work? Find out by reading this interview.

Our expert, Przemysław Maciejczyk, shares his insights based on more than 15 years of experience delivering IT projects across various industries. If, after reading this interview, you think this career path might be right for you, check out our current Business Analyst job opportunities at Sii.

Business Analyst responsibilities

How would you explain the role of a Business Analyst to someone outside the IT industry?

A Business Analyst, often referred to as a Business Systems Analyst, is the person who bridges the gap between business and technology, connecting business stakeholders with the team responsible for delivering an IT solution. Whenever a company wants to build or enhance an IT system, the Business Analyst ensures effective communication between both sides.

They translate business needs into requirements that developers can understand, while explaining technical capabilities and limitations clearly to business stakeholders. Business Analysts are often described as translators between business and IT. Personally, I prefer the term interpreter, because the role goes far beyond documenting requirements. A Business Analyst must understand the client’s real business needs, place them within the project’s context, and help design a solution that delivers genuine business value. This is what business analysis is about – understanding business needs and translating them into effective technology solutions.

Many people associate this role mainly with documentation. What does it actually look like in practice?

Documentation is only one of the outcomes of a Business Analyst’s work – and certainly not the most important one. Preparing documentation and analysing business requirements are important aspects of the role, but they are far from being the primary focus. On a daily basis, most of a Business Analyst’s time is spent talking to clients, development teams, architects, and end users.

A good Business Analyst isn’t recognised by the number of documents they’ve written, but by their ability to ask the right questions, identify hidden problems, understand the broader context, and propose solutions that deliver real business value. Documentation is the result of these activities, not their purpose.

Today, AI can already support many documentation-related tasks, such as taking notes or preparing project documentation. However, understanding the project context and correctly interpreting business requirements remain responsibilities that require human expertise. Our primary role is to develop solutions that meet business needs while remaining feasible within the project’s technical constraints. 

What role does an IT Business Analyst play between business stakeholders and the technical team?

An IT Business Analyst acts as a bridge between business and the technical team. The role goes beyond simply passing documents from one side to the other. A Business Analyst actively contributes to designing the best possible solution. On one hand, they understand business processes, organisational goals, and customer needs. On the other hand, they possess enough technical knowledge to assess whether a solution is feasible, understand its impact on the project, and recognise technological limitations. This unique combination of business and technical expertise is what makes the role both highly valuable and difficult to replace.

What does a typical working day at Sii look like in this role?

No two days are the same for a Business Analyst. Everything depends on the project, its current stage, and the client’s needs. I usually start my day by reviewing Jira tickets, checking task statuses, and answering developers’ questions about requirements. Later, I attend meetings with clients where we analyse business processes, refine requirements, or facilitate workshops. In the afternoon, I prepare user stories, define acceptance criteria, create mock-ups, or verify whether the implemented solution truly addresses the intended business needs.

Some days are spent working closely with architects and engineers on data models or solution architecture. Sometimes the best answer is changing a business process; other times it’s implementing a technical enhancement. The Business Analyst’s responsibility is to identify the solution that works best from both business and technical perspectives.

The role in a project

At which stage of a project does a Business Analyst usually become involved?

Ideally, a Business Analyst should be involved from the very beginning of a project, as this phase often determines its overall success. The earlier a Business Analyst joins, the lower the risk of delivering a solution that fails to address the client’s actual needs. In reality, things don’t always work that way. Sometimes we join projects that are already underway and have to quickly understand the existing context.

The ideal scenario, however, is participating during the discovery phase, when business goals, project scope, and requirements are being defined. Issues identified early in the project are significantly cheaper and easier to resolve than those discovered after implementation. Early involvement helps avoid unnecessary costs, delays, and frustration.

What does the process of gathering and refining business requirements look like?

Business requirements analysis begins with carefully listening to the client or the person responsible for the project. At this stage, we don’t evaluate ideas or immediately look for ready-made solutions. Clients often come to us with a specific vision of the system, while the Business Analyst’s job is to uncover the real business problem and objective behind that vision.

We use a variety of requirement elicitation techniques, including interviews, workshops, process mapping, use cases, and analysis of existing systems. Requirements are then refined iteratively, and prototypes are prepared when necessary. What is equally important is documenting both business and system requirements so that they are clear, unambiguous, and understandable for everyone involved in the project.

How do you translate customer needs into specific technology solutions?

Clients often begin by saying, “We need a system that…” or “We need a report that…”. However, an experienced Business Analyst doesn’t focus on the proposed solution straight away. Instead, they ask questions such as:

• Why do you need this?
• What problem is it supposed to solve?
• What outcome are you trying to achieve?

The first step is always understanding the client’s intentions, business processes, and expected business outcomes. Only then do we work together with architects and developers to identify the solution that best addresses those needs while taking into account the project’s technical capabilities and constraints.

A Business Analyst doesn’t design the system but actively contributes to selecting the most appropriate solution. The greater your experience and technical knowledge, the faster you can narrow down the available options, saving time for both the client and the project team. That’s the difference between saying, “Let’s build exactly what the client asked for,” and “Let’s design the solution the client actually needs.”

How do you handle situations where different stakeholders have conflicting expectations?

The most important thing is to address the issue as soon as it’s identified. Rather than ignoring the conflict, we make it visible and bring it to the appropriate decision-makers so that a solution can be found collaboratively. In many cases, conflicting expectations don’t stem from genuine, but from different priorities or inefficient processes on the client’s side.

Which decisions belong to the Business Analyst, and which remain the responsibility of the business or the development team?

A Business Analyst recommends solutions, defines requirements, and facilitates discussions, but rarely makes final decisions independently. The business is responsible for deciding on the project’s scope and priorities, while architects and developers determine how the solution will be implemented. Our responsibility is to ensure that every decision is based on complete, accurate, and well-understood information.

How do you determine whether requirements have been properly defined?

I always ask myself three questions:

• Does the business clearly understand the value that will be delivered after implementation?
• Can the developer implement the solution based on these requirements?
• Does the tester know how to verify that the solution works as intended?

If the answer to all three questions is yes, the project is ready to move to the next stage.

What are the most common mistakes made during requirements analysis?

The most common mistake is making assumptions instead of asking questions or validating information. People often assume they understand the process and move forward without confirming their understanding. Another frequent mistake is overlooking end users. We speak with managers, but forget about the people who will actually use the system every day. The third issue is writing requirements that are too vague, such as “the system should be fast and reliable.” That’s more of a wish than a requirement. Well-defined requirements should be measurable, specific, and testable.  

Business Analyst tools and ways of working

Which tools do you use most often in your daily work?

In everyday work, the core tools for a Business Analyst are Jira and Confluence, which we use for requirements management, project documentation, project coordination, and team collaboration. For business process modeling, I primarily use BPMN, and occasionally UML. When creating prototypes, Miro works exceptionally well, while dbdiagram.io is my preferred tool for database modelling. We also rely heavily on workshops, presentations, and various types of mock-ups when working with clients.

However, the most important principle is to choose tools that fit the project’s needs -not the other way around. Tools should support communication and requirement analysis rather than become a goal in themselves.

Does documentation still play a key role in modern IT projects?

Yes, but its form has changed significantly. In Agile projects, lengthy documentation has largely been replaced by user stories and acceptance criteria. Documentation is not an end in itself. Its purpose is to support communication and ensure that the project can still be understood and maintained months – or even years – later, when the team no longer remembers every discussion or decision.

Which requirements analysis techniques work best in your projects?

One technique that has proven particularly effective in my projects is User Story Mapping. It helps organise the product backlog while providing a holistic view of the product. Structured client interviews are also extremely valuable, as is observing end users – especially during system modernisation or legacy system replacement projects. Every project is different, which is why a good Business Analyst should know how to adapt requirements analysis techniques to the specific context and the client’s needs.

What does collaboration with product owners, architects, and developers look like?

The product owner is the person I work with most closely because they are responsible for product vision. Together, we build the backlog, prioritize work, and ensure the product remains functionally consistent. With architects, we assess whether proposed solutions are technically feasible and whether business requirements can be delivered within the available timeline and budget. I also work with developers daily, answering questions about requirements and ensuring they are fully understood before implementation begins.

How important are client workshops and meetings?

Client workshops are one of the most important aspects of a Business Analyst’s job. A well-facilitated workshop can replace weeks of email exchanges, because it enables misunderstandings to be clarified quickly and decisions to be made collaboratively. Preparation is the key to success: having a clear agenda, asking the right questions, providing relevant background materials, and being able to respond effectively to participants’ input. Soft skills are equally important. We aim to facilitate discussions in a way that ensures everyone is heard and that every meeting ends with concrete decisions rather than just another list of topics to discuss.

Skills and career development

What skills should a successful Business Analyst possess?

First and foremost, communication skills. A good Business Analyst knows how to listen, ask insightful questions, and communicate information clearly – both in conversations and in documentation. Analytical thinking, the ability to work with data, and a solid understanding of technology are equally important. Personal qualities also play a major role, including curiosity about business, a genuine interest in understanding the client’s processes, and the ability to see things from the end user’s perspective. Someone who isn’t interested in how a client’s organisation operates will never reach their full potential as a Business Analyst. 

What distinguishes a Junior Business Analyst from more experienced professionals?

A Junior Business Analyst primarily focuses on completing assigned tasks and asking questions whenever something is unclear. A Senior Business Analyst looks at the project from a much broader perspective. They understand the business context, anticipate risks, and actively influence the scope of the solution.

Experience is largely about recognising patterns. The more projects you’ve worked on, the faster you can assess a situation and propose an appropriate solution. A Senior isn’t someone who has all the answers. They’re someone who knows what they don’t know – and knows how to find the answers quickly. 

Which competencies are essential for becoming a Senior Business Analyst?

The key competencies include the ability to independently guide clients, manage project scope and risks, and support less experienced team members. A Senior Business Analyst doesn’t just prepare requirements or documentation. They influence how projects are delivered, contribute to decision-making, and build trust with clients by acting as a strategic advisor. 

Can someone without a technical background succeed in this role?

Absolutely, although it requires additional effort. Technology can be learned, but it’s an area that evolves rapidly and requires continuous learning. People coming from outside IT often bring valuable business perspectives. In my opinion, understanding business processes, being communicative, naturally curious, and having strong analytical thinking are much harder to develop than basic technical knowledge. Of course, technical expertise is a significant advantage, but it isn’t the only factor that determines success as a Business Analyst.

What did your own career path look like?

My career began around 15 years ago as a Junior IT Specialist at IBM. I have a degree in Computer Science from Wrocław University of Science and Technology, so my early career focused on software development and databases. Over time, the projects I worked on became increasingly complex and required much closer collaboration with business stakeholders. I realised that working at the intersection of technology and business needs was the most rewarding part of my job. Naturally, I progressed towards roles such as Business Analyst, Data Analyst, and positions within the Data & Analytics domain, combining requirements analysis with technical expertise.

Today, as the Technical Leader for the Power BI and Microsoft Technologies area, I support clients from the earliest discovery stages through requirements analysis and solution design, helping them implement solutions that best achieve their business goals.

Collaboration with the team

How do you build relationships between business stakeholders and the technical team?

Everything starts with effective communication and precise analysis. I make sure developers understand the business context behind every requirement, so they know not only what they need to build, but also why it matters and what business value it is expected to deliver. At the same time, I help manage business expectations by explaining how proposed changes will affect the technical solution. A Business Analyst’s role is to establish a common language between both sides, ensuring projects move forward smoothly and without unnecessary misunderstandings.

How important is communication in this profession?

Communication is absolutely fundamental. You may have excellent technical knowledge, perform outstanding analysis, and produce high-quality documentation, but if you can’t communicate your ideas effectively, much of that value is lost.

Every audience requires a different communication style. You speak differently with executives than you do with developers, and writing acceptance criteria for testers requires yet another approach. The ability to adapt your communication style to different audiences is one of the most valuable skills a Business Analyst can have. 

Does a Business Analyst sometimes act as a mediator between different stakeholder groups?

Yes, and it happens regularly. It’s one of the most challenging, yet also one of the most rewarding aspects of the job. Successfully helping stakeholders reach a shared understanding and agreement gives you a genuine sense of making a meaningful impact on the project.

In situations like these, neutrality and transparency are essential. I always tell junior colleagues that stakeholder conflict isn’t a problem – it’s an opportunity to clarify expectations. A well-prepared workshop not only helps stakeholders reach consensus, but often simplifies the work of the development team as well.

Working as a Business Analyst at Sii

What makes working at Sii stand out?

Above all, it’s the diversity of projects and industries, which is clearly reflected in our job opportunities. Within just a few years, you can gain experience across finance, telecommunications, manufacturing, e-commerce, and many other sectors. This variety significantly accelerates professional growth and allows you to understand business from multiple perspectives.

Another major advantage is the community of experts. Within my department, I can always rely on colleagues for support when solving unusual challenges or exchanging experiences with people who have worked on similar projects. 

What types of projects do you deliver at Sii?

The range of projects is incredibly broad. We work on ERP and CRM implementations, web and mobile application development, digital transformation initiatives, and solutions in the areas of Data & Analytics and Artificial Intelligence. This enables a Business Systems Analyst to develop expertise in both business analysis and systems analysis. Personally, I work in the Data & Analytics area, where we deliver a wide variety of projects, ranging from advanced data analytics to modern AI-powered solutions.

How much influence do you have over the final solution in your projects?

That depends on both the client and the nature of the project. Sometimes certain decisions have already been made and aren’t open for discussion. In most cases, however, a Business Analyst has an impact on shaping the final solution.

Do Business Analysts have opportunities to move between industries and gain experience in different sectors?

Absolutely, and I especially recommend it at the beginning of your career. You can either specialize in one industry or intentionally build experience across multiple sectors. Both career paths have their advantages. Sii gives employees considerable freedom to choose projects, which is much harder to find in product companies. The more industries, business processes, and challenges you become familiar with, the more experienced you’ll become as a Business Analyst – and the easier it will be to identify effective solutions.

Which projects have been the most rewarding for you?

The projects I find most rewarding are those that allow me to explore new business domains and tackle challenges I’ve never encountered before. I enjoy analyzing unfamiliar business processes, understanding how organizations operate, and structuring those processes in ways that make them simpler, more automated, and genuinely more convenient for end users.

Do local expert communities and internal initiatives help develop business analysis skills?

Absolutely. Expert groups, webinars, internal conferences, and dedicated Microsoft Teams channels focused on specific topics provide valuable opportunities for analysts to exchange knowledge based on real project experience rather than textbook theory. Learning from colleagues in this way accelerates professional growth far more effectively than any online course could. On top of that, you build a strong internal network of experts, which becomes invaluable whenever you face a new challenge.

What makes Sii a great place to build a career as a Business Analyst?

The scale of the company and the diversity of projects offer something that’s difficult to find in smaller organisations: the freedom to consciously shape your career path, while working in an environment, where there’s always someone you can learn from – and someone you can mentor in return.

Salary and motivation

What determines a Business Analyst’s salary?

Salary primarily depends on experience, skills, and industry expertise. Knowledge of specific business domains, such as finance, banking, telecommunications, or regulatory compliance is highly valued – as are technical skills including SQL, data modelling, and requirements management.

Another important factor is independence. The greater your responsibility for managing clients and projects, the more valuable you become as a Business Analyst.

Besides experience, what other factors influence a Business Analyst’s earning potential?

A strong command of business English is essential. Professional certifications can certainly be an advantage, but in my opinion, the most valuable assets are a solid portfolio of completed projects and industry specialization. Someone with in-depth knowledge of financial processes or regulations such as AML (Anti-Money Laundering) will often be more valuable to clients than another Business Analyst with a similar level of experience but without expertise in that domain.

So industry specialisation can significantly influence both career growth and salary?

Absolutely. A Business Analyst who has a deep understanding of industries, such as finance, healthcare, or telecommunications brings significantly greater value to a project. Specialisation builds credibility with clients and opens the door to more strategic roles. At a certain point, you stop being just another member of the project team and become a trusted advisor within your area of expertise.

What brings greater job satisfaction: influencing projects or financial rewards?

That often depends on where you are in your career. Early on, many professionals naturally focus more on salary. Over time, once financial stability becomes less of a concern, the opportunity to work on exciting projects and have a genuine impact on the solutions being built becomes far more rewarding. Seeing a solution, you helped create being successfully used by real people, and making their work easier is incredibly satisfying. Personally, I’d much rather accept a slightly lower salary for a truly interesting project than the other way around.

The future of the profession

How is the Business Analyst role evolving with AI and automation?

AI won’t replace Business Analysts, but it will replace some of the tools we use and reshape parts of our daily work. Generating documentation, creating user stories, or identifying inconsistencies in requirements are tasks that artificial intelligence can already support today. However, understanding context, correctly interpreting business needs, building relationships, and resolving stakeholder conflicts remain fundamentally human responsibilities. The role of the Business Analyst will continue to evolve. There will likely be less time spent on documentation and more emphasis on strategic thinking, decision-making, and business consulting.

Can artificial intelligence support the work of a Business Analyst?

It already does, and its capabilities will only continue to improve. AI can help analyse large sets of requirements, identify inconsistencies in documentation, generate test cases based on acceptance criteria, and even support business process mapping.

Which trends will have the greatest impact on the profession in the coming years?

The first major trend is the growing importance of data. Business Analysts increasingly need to understand data models, analytical processes, and how organizations use information to make business decisions. The second is the rapid development of Artificial Intelligence, which is becoming a productivity tool rather than a threat to the profession. The third is the increasing number of regulations – particularly those related to data protection and AI, which will continue to shape the way IT projects are delivered.

Which skills should Business Analysts start developing today to stay competitive?

First and foremost, data literacy – the ability to understand and work with data. Knowledge of SQL fundamentals and analytical tools is becoming increasingly important. Equally valuable are AI-related skills, including prompt engineering, which is gradually becoming part of a Business Analyst’s everyday toolkit. At the same time, soft skills remain just as essential as ever: communication, negotiation, and the ability to present data and insights in a way that’s clear and meaningful to different audiences. 

In one sentence, how would you summarise why it’s worth working as a Business Analyst at Sii?

It’s a role where you solve real business challenges every day and help shape products used by thousands of people. At the same time, you work in an environment that gives you access to exciting projects, cutting-edge technologies, and a community of experts committed to continuous learning and knowledge sharing. Every project brings new challenges, exposure to different industries, and the opportunity to make a genuine impact on the solutions you help create.

If you’re looking to grow your career as a Business Analyst in an environment that values collaboration, knowledge sharing, and modern technologies, join Sii and explore our current Business Analyst job opportunities.