Technology requirements can drift when they pass through several teams. A government department may begin with a simple need to serve visitors faster and end with a specification that never clearly describes the task causing difficulty.
Use a short observation
Ask a service owner to demonstrate the ordinary workflow with fictional information. Note where staff wait, repeat an action, or hand work to another team. Distinguish a process question from a technology limitation. Invite the relevant technical owner to ask clarifying questions before proposing a solution. The goal is to establish a shared description, not to redesign the entire service during one meeting.
Review the requirement back
Write the need in plain language and pair it with an observable result. Ask the people who perform the work whether the description matches their experience. Record important exceptions rather than hiding them under a general statement. Keep the approved requirement accessible to the project team so later equipment and configuration decisions can be checked against it.
Practical takeaway
Bring the user task into the requirement record. That makes it easier to see whether a proposed change addresses the actual problem or only a convenient technical interpretation.