Follow a real example
Take one genuine task and describe the steps, people and information involved. Note where staff currently copy data or wait for approval. These details reveal what the system needs to support and which assumptions should be tested before coding begins.
Include the exceptions
Ask what happens when information is missing, a user makes a mistake or a request is declined. Define who can correct records and whether earlier values need to remain visible. Exceptions often account for more complexity than the ideal workflow.
Prioritise with the team
Mark requirements as essential for the first release or suitable for a later phase. Explain the business reason for each essential item. This makes trade-offs clearer when time or budget is constrained and helps avoid building features that no one will use.
Make approval concrete
Use acceptance examples with a starting condition, action and expected result. Review them with the person responsible for the workflow. A requirement is useful when both the business and developer can tell whether it has been met.
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