Every project starts with defining the problem. Depending on how complex your project is, and how many stakeholders are involved, it may be beneficial to begin by facilitating a conversation about the current state of operations or any pain points in the default process. Taking this step first can uncover unexpected inefficiencies and make potential pitfalls more explicit, thereby increasing the overall chances of success for your project and resulting in a better product in the end.
Holding a structured brainstorm among office teams, ensuring all stakeholders are present, can capture diverse ideas and distill those ideas into core themes. This is a great technique for initiatives or decisions that involve many stakeholders or many competing points of view.