Map the people and tasks
Identify who uses the application, what information they need and what they are allowed to change. Follow one real task from start to finish. Different roles often need different permissions, notifications and views of the same information.
Separate the first release
Choose the smallest release that completes a valuable workflow safely. Record later ideas separately so they do not obscure essential requirements. Include exceptions such as incomplete information, failed integrations and users who need to correct an earlier action.
Define the data boundaries
List the systems involved and where each piece of information is authoritative. Consider how updates are validated and what happens when a connected service is unavailable. Sensitive information should only be collected where necessary and handled with appropriate access controls.
Write acceptance examples
Describe concrete examples that prove the workflow works, including an unauthorised user being denied access. These examples guide both development and review. Agree who will maintain the application and how future changes will be tested before release.
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