How to Use Systems Engineering:
A Practical Step-by-Step Guide

Published: February 8, 2025 | Updated: February 13, 2025
Written by Adrian Rosser

Managing complex projects can feel overwhelming. Balancing competing requirements, making trade-offs, and keeping everything aligned often feels like navigating chaos without a clear framework.I’ve been there—struggling to connect the dots between different project management techniques.That’s where Systems Engineering comes in. Rather than treating requirement catalogs, utility analyses, and morphological boxes as isolated tools, it provides a structured, step-by-step framework that ties everything together seamlessly. It turns scattered methods into a powerful, intuitive approach to problem-solving.Whether you're an engineer, a project manager, or simply looking for a better way to handle complexity, Systems Engineering can help you break down challenges, make informed decisions, and drive projects to success.Curious to see how it works? Let’s dive in!

Overview

Systems Engineering is a project management methodology for problem-solving that originated in the United States. First developed by Bell Labs, it was later adopted for the Apollo project and has since become a cornerstone of NASA’s missions.In the 1970s, it was further developed at the Swiss Federal Institute of Technology (ETH). Today, Systems Engineering exists in various forms and company-specific adaptations. The approach I have learned and actively apply is strongly influenced by ETH’s original advancements.In Systems Engineering, a problem is defined as the gap between the current state and a desired target state. The problem-solving process is divided into four phases, ultimately leading to a decision.

As the name suggests, Systems Engineering always involves thinking in terms of systems. A system is defined by the relationships between the problem at hand and other elements in its environment.¹Next, you will learn step by step how to define and evaluate such a system.

Step 1: Understanding the Challenge – Task Analysis

It may seem obvious, but a thorough task analysis is essential. To get started, ask yourself the following questions:

This step also gives you the opportunity to identify uncertainties early on and clarify them with the steakholders. But understanding the task alone is not enough. To ensure a structured approach, we need to define clear boundaries—what belongs to the system and what doesn’t. This brings us to the next step: System Boundary Definition.²

Step 2: Defining the Playing Field – System Boundary Definition

Once the task is clearly defined, a system boundary diagram helps visualize the problem and its influencing factors. These factors are broken down into abstract elements and categorized within different subsystems . The next step is to define the relationships between these elements.

Intervention System

The intervention system includes all elements that will be modified, removed, or expanded with new components as part of the project.²

Analysis System

The analysis system consists of elements that need to be considered and examined in detail to find a solution.³

Surrounding System

All elements that are not directly relevant to the solution process are placed in the surrounding system.³

Defining the system boundary ensures that all stakeholders align on the problem scope, influencing factors, and dependencies. With these boundaries clearly set, we can now assess what’s working well and where improvements are needed. A structured Strengths & Weaknesses Analysis helps uncover key areas for optimization.

Tips:

Step 3: Assessing Strengths and Weaknesses – What Works, What Doesn’t?

After thoroughly analyzing the current state in the system boundary definition, the next step is to identify strengths and weaknesses. To do this, you can ask the following questions.²

The identified strengths and weaknesses are collected in a structured catalog and evaluated. The following table provides an example.

In a real project, I found that it is important not to keep the points too general but to go into some detail to add substance to the analysis. A more specific evaluation helps identify concrete areas for improvement and effectively leverage strengths.

Step 4: Spotting Risks and Opportunities – Preparing for the Future

Now, we take a more theoretical approach by assessing how external changes might impact our system. These could include regulatory changes, technological innovations, or shifts in market dynamics.A key question I always ask myself at this stage is: How resilient is the current system to specific future scenarios?For example, upcoming regulatory restrictions could pose a threat to a company if current requirements are not met. However, if the company is already compliant, these changes could become an opportunity by creating a competitive advantage.²To identify opportunities and threats, the following guiding questions can be helpful:

Just like strengths and weaknesses, identified opportunities and threats are systematically collected and evaluated in a structured catalog. Below is an example of such an analysis.

As with strengths and weaknesses, it is beneficial to avoid overly general opportunities and threats and instead aim for a meaningful level of detail.

Step 5: Setting the Course – Defining Clear Objectives

After thoroughly analyzing the situation and ensuring that everyone has a clear understanding of the key factors, the next step is to define the objectives. In Systems Engineering, objectives are categorized into four types:Mandatory Objective (M)
A mandatory objective is a non-negotiable requirement that must be met for the project to be considered successful. Since there is no room for compromise, these objectives do not require prioritization—all must be achieved by the end of the project.Restriction Objective (R)
A restriction objective defines a strict limit that must not be exceeded. The value must remain within a predefined range to be considered acceptable. These objectives are assigned an appropriate priority within the project.Optimization Objective (O)
An optimization objective aims for an improvement beyond a minimum requirement, following the principle of the more/less, the better. This allows for flexibility while still setting a clear direction.Wish Objective (W)
A wish objective represents a nice-to-have feature that is optional and of lower priority. While it can add value, it is not critical to the project's success.By categorizing objectives in this structured way, Systems Engineering ensures that project goals are clearly defined, prioritized, and aligned with overall success criteria. The objectives are then compiled into an objective catalog, where priorities are assigned accordingly. Below is an example of such a catalog for the development of an industrial robot.⁴

Mandatory objectives do not receive a priority ranking, as they must be achieved no matter what. All other objectives are assigned a priority and the sum of all priorities adds up to 100.

Step 6: Exploring Possibilities – Finding the Best Solutions

With all uncertainties resolved and the requirements clearly defined, it’s time to move on to finding solutions. At this stage, it is crucial to explore a wide range of possibilities rather than settling for the first feasible option. Thinking in variations leads to better outcomes.There are countless methods for solution-finding, but I often rely on classic approaches, such as:

However, the real beauty lies in organizing all possible solutions. In most projects, we don’t just tackle a single problem but a set of interconnected subproblems.To manage this complexity, I often use the Morphological Box—a powerful method for structuring and systematically combining solutions for different aspects of a problem. It also integrates seamlessly with the objective catalog, ensuring that solutions align with project goals.Below is our industrial robot arm example of how this can be applied:

The Morphological Box makes it easy to derive different solution variants. In this example, I have generated two variants: Red and Blue.When creating variants, there are no strict rules—you have complete flexibility. You can combine multiple solutions for a single problem within one variant. Alternatively, you can mix solutions from different variants to explore new possibilities.

Step 7: Making the Right Choice – Selecting the Optimal Variant

Hurrah! We are almost at the finish line. Now comes the final phase—selecting the best variant. Systems Engineering provides a structured tool for this step, fully aligned with the previous phases: the Utility Analysis. To apply this method, we slightly modify the Objective Catalog and expand it by adding the selected variants for evaluation.Each variant is assessed based on the Degree of Fulfillment (DoF), which is assigned subjectively on a scale from 0 to 10. The Partial Benefit (PB) is then calculated by multiplying the DoF by the Priority (P) of each objective.⁵

Finally, all Partial Benefits are summed up to determine the overall utility score of each variant. The variant with the highest total score best meets the project requirements.In the example above, Variant Red achieves the highest total score, making it the optimal choice.With this final step, the evaluation is complete, and the best variant is identified.

Conclusion: The Power of Systems Engineering

Systems Engineering provides a structured and methodical approach to solve problems and managing projects—whether small optimizations or large-scale investments. By following its systematic steps, complexity is broken down, uncertainties are clarified, and the best possible solution is identified.The process begins with a thorough Task Analysis, ensuring a clear understanding of the problem. From there, a System Boundary Definition structures all important elements. Identifying Strengths & Weaknesses as well as Opportunities & Threats provides a solid foundation for setting well-defined objectives. Finally, a Morphological Box supports solution exploration, and the Utility Analysis helps in selecting the most effective variant.While not every project requires the full Systems Engineering process, choosing the right steps based on its complexity ensures efficiency and effectiveness. Small projects may only require a Task Analysis and Objective Catalog, whereas complex infrastructure projects benefit from applying the entire methodology.By integrating structured problem-solving with flexible adaptability, Systems Engineering becomes an essential tool for successful project management.Are you ready to apply Systems Engineering to your next project?

References:

1) Haberfellner, Reinhard. (2018). Systems Engineering.
2) Hofmann, Eric. (2022). Supply Chain Systems Engineering.
3) Alard, Robert. (2019). Situationsanalyse MT. Lecture notes, FHNW.
4) Alard, Robert. (2019). Zielformulierung MT. Lecture notes, FHNW.
5) Alard, Robert. (2019). Auswahl MT. Lecture notes, FHNW.

Let's Connect!

If you enjoyed this post or found it useful, I’d love to hear your thoughts! Whether you have feedback, questions, or just want to discuss Systems Engineering and project management, feel free to reach out. Let’s exchange ideas and grow together!

Less Screen, More Life: Mastering Digital Balance

Published: February 17, 2025
Written by Adrian Rosser

For many people in my generation (myself included), the smartphone has replaced a wide range of everyday tools. On vacation, the DSLR camera stays at home. YouTube and Netflix have taken over traditional TV. The morning alarm is set on the phone. Chess is played on a screen instead of a board, and a vegan recipe app has replaced grandma’s cookbook.All of this is great, and I wouldn’t want to give it up. However, I started to feel that the value I was getting from all these apps was coming at the cost of too much of my life’s time. This realization led me to rethink and optimize my smartphone usage. Do you also feel like you’re losing too much time to your phone?With the following seven steps, I successfully changed my phone habits for the better.

1. Define Phone-Free Zones

The first step my partner and I took was defining a phone-free zone. For us, that zone is the bedroom. We agreed that no phone use is allowed there unless one of us is sick in bed. Thanks to this rule, we now read before sleeping or have conversations instead of mindlessly scrolling through Instagram until we pass out.

2. Switch to an Analog Alarm Clock

Since our bedroom became a phone-free zone, we needed new alarm clocks. We opted for a classic analog travel alarm clock from Braun because we loved its design. It even has a snooze function, so we didn’t have to give up that little morning luxury.

3. Create a Dedicated Charging Station

With our phones no longer charging by our bedside, they needed a new home. I built a wooden charging station with an integrated power strip in our office. Now, we use it to charge not only our two phones but also our speaker and bike lights.

4. Delete Social Media

Next, I removed all social media apps from my phone—LinkedIn, Instagram, YouTube, and more. I still use these platforms, but only through a browser on my laptop. This extra step makes access less convenient, reducing the time I spend aimlessly browsing. I know this step can be tough, and you might feel like something is missing at first, but trust me—it’s worth it.

5. Invest in a Quality News App

After deleting social media, my brain started seeking new dopamine sources—and it found them in news apps. However, the free apps I had installed were filled with shallow articles and breaking news alerts, offering little more value than social media. So, I subscribed to a reputable Swiss newspaper. Since the articles are well-researched and take time to read, I engage more deeply with the content. After finishing an article, I feel informed rather than just mindlessly entertained, and I naturally put my phone down.

6. Read More Books

Without YouTube or social media, I needed something else to do while commuting or winding down at night. That’s when I rediscovered the joy of reading. Walking into a bookstore, picking out a book, and diving into a topic in depth has been incredibly rewarding. There’s something special about holding a physical book and immersing yourself in a single subject without distractions.

7. Stop Consuming, Start Creating

I love watching inspiring documentaries, but I realized that I was consuming a lot of inspiration without producing much of my own creative or entrepreneurial work. That’s when a thought from Daniel Priestley’s book Entrepreneur Revolution stuck with me: Stop Consuming, Start Creating. This mantra pushed me to focus on creative output and disconnect from my phone more often. In fact, this website and blog were born from that mindset.

Conclusion

By following these seven steps, I significantly reduced the time I wasted on distracting apps and achieved a healthier digital balance. Now, I feel more in control of my time. And if my brain ever craves a dopamine hit, I can satisfy it with high-quality journalism instead of endless scrolling.The most important lesson I’ve learned? There’s no magic switch to instantly fix phone addiction. It’s an ongoing process of reflection and self-discipline. Have my seven steps helped you, or do you have other ideas for improving digital balance? I’d love to hear your thoughts!

Let's Connect!

If you enjoyed this post or found it useful, I’d love to hear your thoughts! Whether you have feedback, questions, or just want to discuss Systems Engineering and project management, feel free to reach out. Let’s exchange ideas and grow together!