1. Describe the current process
Pick one complete journey. Who starts it, what information do they enter, and what should happen next? A screenshot or blank sample sheet often explains more than a feature list. Remove customer or employee information before sharing examples.
2. Identify the users
List the people who enter information, review it and approve the result. Explain whether staff, managers or customers need different views. This helps define permissions and the screens each person actually needs.
3. Show inputs and outputs
Bring a fictional example of the information going in and the result you expect. For a costing application, that might mean quantity, material rates and a sample quotation. Note which values people enter and which values the software must calculate.
4. Name the systems involved
List any existing spreadsheet, database, application or approved API that the project needs to connect with. Integration feasibility, access and responsibilities should be checked before they become delivery promises.
5. Define a small first release
Separate essential journeys from later improvements. Agree on a few concrete acceptance checks: for example, changing the quantity updates the cost breakdown, or a reviewer can approve a request and see its status change.
6. Discuss delivery and ownership
Share timing constraints and budget expectations. Agree on hosting, data handling, handover, maintenance and who owns each ongoing responsibility. A clear scope is more useful than an ambitious list without a delivery plan.
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