Pick a job you know well.
Choose one task and explain it from start to finish. Who starts it? What information comes in? What gets checked? What tells you it is finished? A real sequence makes the missing pieces easier to spot.
Show the tools involved.
List the spreadsheets, websites and business systems used along the way. Say who owns the accounts and what information moves between them. Start with descriptions or redacted examples; do not send passwords or customer records in an initial enquiry.
Explain the exceptions.
The unusual cases often shape the software. A booking that needs approval, an order with missing information or a task that changes hands all deserve a place in the conversation.
Name the first useful release.
What complete job would make the first version worth using? Separate that from later ideas. We can turn the agreed journey into prototype screens, checks and a written scope.