Map the process that actually happens
Do not begin with a procedure that exists only in a document. Walk through the real route with the people doing the work: where information enters, where decisions happen and what people do when the standard path breaks. The gap between the formal and actual process causes many post-launch problems.
Define roles and the source of truth
Each stage needs an owner, required data and one place for the current status. If the same figure has different values in several spreadsheets, automation will distribute the error faster. Agree on data rules before building the workflow.
Set an outcome and a boundary
Choose the indicator that should change: processing time, number of manual actions, error rate or response speed. Limit the first release to one operating loop. This makes it possible to test the logic in practice and develop the system from real use.