Start with a specific business problem
Describe the problem in observable terms. Which task takes too much time? Where do customers hesitate? What can the business not do with its current tools? A clear problem gives the project a reason to exist.
Define who needs to do what
Identify the people using the product and the actions they need to complete. Separate customer journeys from administration and operations. Those different needs shape both the interface and the underlying system.
Make the first release useful
Prioritize the smallest coherent set of capabilities that can solve the problem. Keep future ideas visible, but distinguish them from the requirements of the first release. This makes scope and tradeoffs easier to discuss.
Bring the constraints into the conversation
Existing systems, data quality, integrations, budgets, and review processes affect a project. Document them early. A realistic technical and delivery approach should respond to those constraints.
Agree on how progress will be assessed
Define acceptance criteria and useful measures before development begins. A shared definition of a successful release makes decisions clearer throughout design, development, and launch.