Describe the people and the work

A request for an application is not yet a requirement. Start by identifying who will use it, what they are trying to complete and why the current method causes a problem.

Different users may need different information or permissions. A customer checking a booking, an employee processing it and a manager reviewing exceptions should not automatically see or do the same things.

Walk through the current workflow

Document one complete example from beginning to end, including information received, decisions made, notifications sent and records updated. Existing forms, spreadsheets and email templates often contain more useful detail than a theoretical feature list.

Include the exceptions. Cancellations, incomplete submissions, duplicate records and approval delays are part of the requirement if staff regularly deal with them.

Identify data and integrations

List the information the application needs, where it comes from and which system should remain the source of truth. This is particularly important when the product connects to a CRM, booking platform, payment service or existing operational database.

Also decide what must be retained for reporting or accountability. Access control, data protection, backups and audit history are requirements, not tasks to consider after the main screens have been built.

Define a complete first release

The first release should allow a defined group of users to complete one valuable job from beginning to end. It does not need to include every report, role or future idea discussed during planning.

A smaller scope is only useful when it still works as a complete product. Removing essential exception handling or administrative controls simply moves the missing work back to staff.

Prototype before full development

An interactive prototype allows users to follow the main workflow and identify missing information before the application is fully developed. It also gives decision-makers something specific to approve.

Preparation does not mean writing an enormous specification alone. The goal is to bring enough real information into discovery so that design and development decisions are based on the business rather than assumptions.