Describe the current process
List the trigger, the steps, the tools involved, and the final result. Include the manual work that happens between systems. Those handoffs are often where the real complexity lives.
Name the owner
Identify who understands the task and who will maintain the workflow. Include the person who can decide whether an output is correct and authorize changes to the process.
Collect representative examples
Include ordinary inputs and a few difficult cases. Explain what a good result looks like for each. Use only information you are allowed to share with the tools and people involved.
Define the exceptions
What should happen when information is missing, a tool fails, or an output needs review? Make the fallback part of the brief, including how someone knows attention is needed.
Agree on a small first version
Choose a bounded version that can be evaluated. Write down what it will do, what a person will still do, and the evidence you will use to decide whether to expand it.
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