Put the important details on one page.
You do not need a technical specification to explain what should become easier.
Who is doing the work?
Name the customer or colleague, the situation and the thing they need to complete.
What happens today?
List the pages, messages, files and people involved. Mark repeated explanations and copied information.
What would help?
Describe one result you can assess by trying it. Avoid an unsupported numerical promise.
What goes wrong?
Bring a missing detail, changed request or correction using fictional or anonymised records.
Who can decide?
Name content, language, commercial and operational reviewers, along with provider dependencies.
How will you recognise completion?
Write a short scenario describing the starting point, action and result.
A hypothetical example
A component supplier repeatedly receives requests without a usable product reference. A first project could organise a small product family, connect its approved technical sheets and carry the selected reference into an enquiry. Live pricing and a trade portal could wait until their rules are established.
This illustrates a planning choice; it is not a client result.