Start with the people and process
Describe who will use the system, what they need to accomplish, and where the current process becomes slow, unclear, or difficult to measure.
Separate the first release from the full vision
A focused first release gives the team a practical boundary. It creates room to validate the most important workflow before adding lower-priority features.
Make technical constraints visible
Existing systems, permissions, data quality, integrations, devices, and timelines can shape the right solution. Bringing them into the conversation early creates better decisions.