Illustrative image.
Describe the problem in everyday terms
Explain what happens today and why it is difficult. A spreadsheet that needs repeated manual updates, a process spread across several tools, or an interface that is hard to use is a clearer starting point than a long feature wish list.
Identify the people who will use it
List the main users and the tasks they need to finish. Include whether they work at a desk, use a phone, share devices or have limited connectivity. Those details influence the experience and the acceptance checks.
Show the workflow and information involved
Outline the main steps, approvals, inputs and outputs. Name the existing systems that may need to exchange information, without including access credentials or private customer records in an initial inquiry.
Separate essentials from later improvements
Describe what must work for a useful first release and what can wait. Agree how the result will be reviewed: for example, completing a defined task, producing an agreed output or working at specified screen sizes.
Plan for the handover
Discuss who will operate the software and which documentation, access and training they need. Clarify deployment and maintenance responsibilities as part of the project agreement.