Several tools seem suitable, and each offers different additional features. Before comparing features, clarify the few requirements the assignment actually needs to meet. A tool is not suitable or unsuitable simply because it is popular or rarely used.
Your goal for this article
You create a clear, manageable set of requirements, including must-have criteria, open questions, and a designated decision-maker.
Understand: Put the work question in context
A must-have criterion is a requirement that must be met for the specific assignment to be adequately fulfilled. A nice-to-have can be useful, but does not automatically determine suitability. Both categories need to be clarified with the people affected.
The WHO describes roles and scope for action as relevant working conditions. A selection decision should therefore not be left to someone who cannot determine the necessary requirements or approve the choice. This template is not a recommendation to purchase a particular application.
Your own example: Working on documents together
A team needs a solution that lets authorized people work on a document together and identify the current version. An attractive personal home page is desirable, but it does not address this core requirement.
An application without the required shared access is not suitable for this assignment, even if it offers many additional features. The people responsible will clarify whether other requirements apply, such as support for particular file types or compatibility with existing systems. Missing information is marked as open, not assumed to be fulfilled.
Decide: Which criteria determine the choice?
A required criterion is not met
Check whether the requirement or the technical option can actually be changed. Additional features do not automatically make up for a missing core requirement.
Several options meet the core need
Compare the overall workload and how each option fits with existing processes. A limited trial can answer open questions.
The requirements are still contradictory
Resolve the conflict before making a binding choice. A longer comparison list does not replace a necessary decision about priorities.
Create a brief decision document
Describe the task and the people involved. List the required features and separate out additional wishes. For each option, indicate whether a criterion is met, not met, or still unclear.
Note what still needs to be checked and who confirms the decision. Also consider implementation, ongoing maintenance, and existing approvals. Avoid using an apparently precise overall score if it could obscure a non-negotiable prerequisite.
Your requirements template
Core requirement: What must be possible for this task?
Nice to have: What would be useful but not necessary?
Open: Which statement has not yet been checked?
Approval: Who confirms the requirements and selection?
Next step: Review the agreement in practice
A well-founded decision may also be to keep using an existing tool or not to introduce an application for now. What matters is the right framework for the work, not the number of features compared.
Limits and support
This article offers general guidance for work, not a technical approval standard. Changes to shared systems, permissions, or processes should be reviewed with the people responsible. Preserve necessary features, information, and accessibility. If the workload remains unmanageable despite clear processes, a decision is needed about scope, resources, or support.
Frequently asked questions
Should the tool cover as many tasks as possible?
Not necessarily. The features you need and how they work together matter more than having the longest possible feature list.
Is daily use a must-have criterion?
Not in every case. Even rarely needed features can be essential for a particular task.
Can an open requirement be considered met?
No. Mark it as open and clarify the appropriate review before making a binding decision based on it.
Expert source and context
WHO: Mental health at work →
As of September 15, 2026; accessed October 16, 2026. English-language source.
The WHO provides the framework for roles and scope for action. The requirements template is practical guidance of our own, not a certified selection standard or product comparison.
The practical example and template offer practical guidance of their own; they are not a scientifically validated program.
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Choose a specific open question about work and clarify it with the relevant people. Find more articles on structure, focus, and mindful digital work in the FitStart Work Guide.
