Describe the recurring friction
Look for repeated re-entry, conflicting versions, missed handoffs or access problems. Write down a concrete example and its effect on the working day.
Keep the useful parts
Identify the rules, calculations and reports your team already depends on. A discovery exercise should preserve useful knowledge rather than replace every tool by default.
Define a useful first release
Choose the smallest workflow that gives the team a reviewable result. Agree the users, data, permissions and any systems that need to stay connected.
Make the result testable
Define what the team must be able to do at handover, how exceptions are handled and who maintains the result. Review a written scope and quotation before committing to development.
This guide helps frame a requirements conversation. A written quotation defines the actual deliverables, responsibilities, pricing and terms.