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Start with a real task
Describe who needs to do what, what blocks them today and how often it happens. “We need a portal” is a solution idea. “Staff need to check a request without calling three departments” describes a problem that can be investigated. Interview the people doing the work and observe the exceptions, not only the ideal sequence.
Write acceptance examples
Define observable outcomes before estimating the build. For a request workflow, specify who may submit, who may approve and what happens when information is missing. A useful acceptance example might be: an incomplete request stays editable, displays a clear explanation and cannot proceed to approval. Include permissions, validation, failure handling and accessible interaction in the conversation.
Design the whole journey
Map entry, completion and recovery. What happens if a connection fails, a user makes a mistake or a record already exists? Use semantic controls, visible labels and keyboard-friendly interactions. W3C’s accessibility tutorials provide practical guidance on forms, navigation and page structure; consult them while designing, rather than treating accessibility as a final visual check.
Make handover part of the scope
Agree ownership of the source code, environments, documentation and ongoing support before implementation. Identify who will manage access, approve releases and respond to failures. A launch plan should include a way to verify the release and restore a known working state if the change fails.
Take this into your next meeting
Prepare a one-page brief with the user task, current friction, desired outcome, important constraints and three acceptance examples. Add the decisions that remain open. This creates a useful starting point for discovery without pretending that every requirement is already known.
