“The process is slow” is an important signal, but it is not yet a requirement. I try to make the complaint observable: where does work wait, what must be repeated, who lacks information, and what consequence follows?
A compact sequence
- Write the problem without embedding a preferred solution.
- Map the current process and important exceptions.
- Identify affected users, owners and technical contributors.
- Define the smallest future state worth testing.
- Translate it into requirements and acceptance criteria.
- Plan implementation, readiness, testing and feedback together.
The plan should remain open to learning. It coordinates action; it should not pretend uncertainty has disappeared.