Describe one task from start to finish
Pick something your team does every day, like taking an order or approving a leave request. Write down who does it, what information they need, where they wait and how they know it is done. This tells a developer far more than a list of screens you think you want.
Decide what the first version must do
Everything feels important at the start. Split your list into must-have and nice-to-have, and make sure the first version covers one complete job properly, including the boring parts such as permissions, mistakes and reports.
Agree how you will know it works
Write simple checks in plain language. For example: a manager can approve a request and the staff member sees the update, without anyone entering the same details twice. These checks keep everyone honest.
List what the project depends on
Other software it must connect to, the people who make decisions and whoever provides content or data. Delays usually come from these, not from the coding itself.
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