Describe the work in one sentence
Write down the trigger, the work and the output. For example: when an enquiry arrives, find the existing account context and prepare a follow-up for review. This is an illustration, not a claim about a deployed client system.
Find the real owner
Who does the task now? Who decides whether the output is useful? Who handles the exception when information is missing? Those may be different people.
Check the source and the permission
Identify the actual record that should be trusted. A CRM, spreadsheet and email may disagree. Resolve which source is authoritative and confirm that you are allowed to connect it.
Define a baseline
Count how often the task occurs, how long it takes and what tends to fail. Mark estimates as estimates. Time released is capacity, and is not automatically money saved.
Keep the first acceptance test concrete
- Can the workflow handle a normal case?
- Can a person see the source behind the answer?
- Does missing information reach the right owner?
- Can an action be reviewed before it affects a customer?
- Can the team recover when a connection fails?
Bring this brief to discovery
When [trigger] happens, [person] currently does [task] in [tools]. The trusted source is [record]. A useful outcome would be [observable change]. [Owner] will review the result.