You do not need a technical specification to begin.
Describe a task requiring several manual steps, information that is hard to find or an idea for a tool. The first discussion establishes what happens today: who receives a request, where information is held and what needs checking before a response.
For a company, retailer, tradesperson or non-profit, context matters as much as the proposed solution. A useful tool considers users’ vocabulary, when they use it and applications they already know. A simple description or fictional example may be enough to explain the need.
Involve the people who will use the tool.
Proximity can help discussions about real workflows and everyday constraints. Meetings are prepared with the team according to availability and what needs clarifying. They can also be remote when that better meets the need.
During a project, demonstrations using selected situations support discussion of features and corrections. Identify tool users, people who know the data and decision-makers from the outset. The frequency of discussions is part of the agreed arrangements.
