What’s the Difference Between Use Cases and User Stories?

by Brenda Barron Stokes on Dec 30, 2022

In software development and project management, there are various tools and techniques that can be used to plan, design, and track the progress of a project. Two of the most common approaches are use cases and user stories. While both approaches can be useful in different contexts, it’s important to understand the key differences between them in order to choose the right tool for your needs.

Use cases and user stories are both used to describe the functionality and requirements of a software system or product, but they differ in their format, level of detail, and focus. In this article, we’ll explore the definitions and characteristics of use cases and user stories, and discuss the key differences between them. We’ll also look at when it’s appropriate to use each approach, and offer some tips for selecting the right tool for your project.

What Are Use Cases?

Use cases are a tool for capturing the requirements of a software system or product. They describe the interactions between a user (called an “actor”) and the system and outline the steps that need to be taken in order to achieve a specific goal.

Use cases are written in a specific format, with a clear beginning and end, and are typically organized around a specific action or task. For example, a use case for an online shopping website might describe the steps a user takes to search for and purchase a product.

Typical Characteristics of Use Cases

When exploring use cases as a concept (as well as a practice), they typically possess the following characteristics:

• Written in a specific format, with a clear beginning and end.
• Organized around a specific action or task.
• Describe the interactions between a user (actor) and the system.
• Outline the steps that need to be taken in order to achieve a specific goal.
• Focus on how a user interacts with the system and what they expect from it.
• May include alternative paths or exceptions to the main flow of events.
• Provide an overview of all possible actions that a user can take within a system. 
• Describe the behavior of a system in response to user actions.

All of this is fine and well, but what does it mean in a practical sense?

Examples of Use Cases in Action

Imagine building a website for a university. A use case might describe the steps a student takes to register for classes, from choosing their major to submitting their payment information. This would include details such as what pages the user will interact with, how long it will take, and which forms or documents need to be provided.

A few other examples include:

• A use case for a hotel reservation system might describe the steps a user takes to search for and book a room
• A use case for a social media platform might describe the steps a user takes to create and share a post

What Are User Stories?

User stories are another tool for capturing the requirements of a software system or product. They are short, informal descriptions of a feature or functionality that is desired by a user (called a “stakeholder”). User stories are typically written from the perspective of the user and focus on the value that the feature will provide.

Typical Characteristics of User Stories

When approaching the creation of a user story, you’ll likely want to include the following:

• Short, informal descriptions of a desired feature or functionality.
• Write from the perspective of the user who will be actually interacting with and using the feature.
• Focus on the value that the feature will provide.
• Define the three “W’s” of a feature: who, what, and why.

Again, this all might feel a bit abstract with some context, so let’s explore that next.

Examples of User Stories in Action

So let’s say you’re building a fitness-tracking app. With a user story, users can assess their progress against that of their friends and get an understanding of who is making the greatest strides. This encourages friendly competition and provides additional motivation to push toward success.

A few other examples include:

• A user story for a task management app might be: “As a busy professional, I want to be able to create and prioritize tasks on my phone so that I can stay organized and productive while on the go.”
• A user story for a ride-sharing platform might be: “As a frequent traveler, I want to be able to see the ratings and reviews of drivers before booking a ride so that I can feel safe and confident in my choice of transportation.”

Key Differences Between Use Cases and User Stories

There are several key differences between use cases and user stories that are important to understand when deciding which approach is right for a given project. Let’s explore these now.

Differences in Format and Structure:

• Use cases are written in a specific format and have a clear beginning and end. They are typically organized around a specific action or task and describe the interactions between a user and the system.
• User stories are shorter and more informal than use cases. They are written from the perspective of the user and focus on the value that the desired feature will provide. User stories do not have a specific format or structure.

Differences in Level of Detail and Specificity:

• Use cases are typically more detailed and specific than user stories. They outline the specific steps that need to be taken in order to achieve a goal, and often include alternative paths or exceptions.
• User stories are generally less detailed and specific than use cases. They focus on the high-level value that a feature will provide, and leave room for flexibility and interpretation in the implementation.

Differences in Focus and Purpose:

• The primary focus of use cases is on the interactions between a user and the system. They are used to capture the requirements of a system and ensure that all necessary functionality is included.
• The primary focus of user stories is on the value that a feature will provide to the user. They are used to prioritize features and guide development but do not necessarily include all the necessary details for implementation.

When Are Use Cases Appropriate to Use?

Use cases are a good fit for projects that require specificity. They provide an easy-to-follow map for understanding how a system will work and the specific interactions between users and the system.

Some situations in which use cases might be a good fit include:

• Complex systems with multiple actors and multiple paths or scenarios: Systems with exceptional paths or alternative flows can benefit tremendously. They can help capture all required functionality and ensure that no steps have been overlooked.
• Projects with strict regulatory or compliance requirements: Use cases are also a good fit for projects with compliance requirements, such as those related to healthcare or financial services. They provide clear documentation that can help ensure that all necessary steps are taken in order to meet the requirements.
• Projects that require detailed documentation for maintenance or future updates: Use cases can also be useful for projects that require detailed documentation as they provide a clear roadmap of the system and its interactions, which can be used as a reference for any future changes or maintenance issues later on.

Advantages of Use Cases

To boil it down, use cases provide the following benefits:

• Provide a clear, structured way to capture the requirements of a system.
• Help to ensure that all necessary functionality is included.
• Can be used to create a comprehensive test plan.

When Are User Stories Appropriate to Use?

User stories are a good fit for projects that require a more flexible approach. They are particularly useful when the focus is on delivering value to the user and the details of implementation can be left open for interpretation.

Some situations in which user stories might be a good fit include:

• Projects with a high level of uncertainty or change: User stories are well-suited for dealing with changes as they focus on delivering value to the user and leave room for interpretation in implementation.
• Projects that require a rapid prototype or MVP (minimum viable product): User stories can help prioritize features and guide development in order to quickly create a working prototype.
• Projects that involve frequent iteration and feedback: This can help prioritize features and update the roadmap based on user feedback.

Advantages of User Stories

When putting your projects together, user stories may come in handy for:

• Allowing for flexibility and iteration in the development process.
• Helping to prioritize features and guide development.
• Encouraging collaboration and communication between stakeholders.

Use Cases and User Stories Are Invaluable in Product Development

Use cases and user stories are both useful tools for capturing the requirements and functionality of a software system or product. However, they do differ in a variety of ways so it’s important to choose the right approach for a given project based on its specific needs and goals.

Use cases are a good fit for projects that require a high level of detail and specificity, while user stories are better suited for projects that require an approach. Regardless of which is used, it’s important to consider the needs and goals of the project and to involve all relevant team members in the planning process to ensure all features and priorities are accounted for.

But hopefully, with the distinction between the two in mind, you can now make more informed decisions in all phases of product development. 

Good luck!