A deep dive into the role of a business analyst

The third blog in a series exploring the different roles within the project management profession.

Projects exist to deliver change, whether that’s new technology, improved processes, or enhanced customer experiences. But before that change can be delivered, it needs to be defined, scoped, and aligned with business needs. That’s where the business analyst (BA) comes in.

In this instalment of our series exploring different roles within the project management profession, we take a closer look at the role of a business analyst: what they do day-to-day, how they bridge the gap between business and delivery teams, and why they’re crucial to project success.

What does a business analyst do?

A business analyst is the person responsible for identifying business needs and recommending solutions that deliver value. They work across both the business and technical sides of a project, helping stakeholders articulate their requirements and then translating those into clear, actionable documentation for project teams.

While their job title includes the word "analyst", the role is far more than number crunching. In project environments, particularly those following PRINCE2® or similar methodologies, the BA is the translator, negotiator, and change advocate who ensures the solution meets the organisation’s goals.

Key responsibilities of a business analyst

While project managers are responsible for delivery (keeping timelines, budgets, and resources on track), the BA’s role focuses on what is being delivered and why. They ensure the scope is well-defined and rooted in actual business needs, helping to prevent scope creep and reduce rework later in the project.

Through tools like process mapping, root cause analysis, and stakeholder interviews, they help organisations redesign workflows that better support business objectives. This ability to question the status quo and suggest data-driven improvements makes BAs especially valuable in transformation or change-focused projects.

The BA’s responsibilities span the full project lifecycle, often starting before the project has even been formally approved. Typical responsibilities include:

• Requirements gathering: Interviewing stakeholders, running workshops, and analysing existing systems to understand business needs
• Requirements documentation: Translating insights into clear, concise requirement specifications or user stories
• Process mapping: Documenting current ("as-is") processes and designing improved ("to-be") processes for better efficiency
• Gap analysis: Identifying what needs to change to achieve project goals
• Feasibility and impact analysis: Assessing proposed solutions for viability and business impact
• Stakeholder communication: Acting as a liaison between technical teams and business units to ensure alignment throughout the project
• Supporting testing and validation: Ensuring the delivered solution meets the original requirements through user acceptance testing (UAT) and other validation activities

In some organisations, BAs may also support benefits realisation and post-project reviews to assess the effectiveness of implemented solutions.

Essential skills for a business analyst

Being a great business analyst requires a combination of soft skills, technical capabilities, and business acumen. Here are some of the most essential skills for a BA:

• Critical thinking: Ability to analyse complex problems and identify root causes
• Communication and facilitation: Engaging stakeholders, running workshops, and translating technical language into business-friendly terms
• Attention to detail: Documenting requirements accurately while capturing the broader business context
• Stakeholder management: Navigating different interests, priorities, and perspectives with diplomacy
• Business knowledge: Understanding the organisation’s strategic goals, industry, and operating environment
• Modelling techniques: Familiarity with tools like BPMN, UML, or user journey mapping

Using the skills they develop in this role, many BAs go on to achieve senior positions such as solution architect, product owner, or even project manager, especially in agile or hybrid environments where roles can overlap.

Business analysis vs project management

The distinction between business analysis and project management is crucial. While both are central to project success, they focus on different aspects. The project manager leads delivery, managing time, cost, scope, and quality, whereas the business analyst defines the problem and ensures the solution solves it.

Think of the project manager as the builder and the business analyst as the architect. One makes sure the house is completed on time and on budget; the other ensures it’s built to suit the owner’s needs.

In many projects, a close and collaborative relationship between the BA and PM is key to successful outcomes. They support each other’s roles: the BA provides clarity on what’s required, and the PM ensures it's delivered effectively.

The value of the BA

Without a business analyst, projects risk solving the wrong problem, misunderstanding user needs, or delivering outcomes that don’t align with strategic goals. With a BA in place, organisations gain a trusted advisor who ensures that every requirement has a purpose and that every solution is rooted in genuine business value.

As more organisations adopt structured project management methodologies like PRINCE2, the demand for skilled BAs continues to grow. Their ability to bridge business goals and technical solutions makes them indispensable in today’s fast-moving, change-oriented environments.

Read the previous blogs in this series regarding the roles of the project support officer and project coordinator, or find out more about how our PRINCE2 training could help you.