Instead of vaguely worded wishes, we recommend defining a clear, measurable target. For example: "30% time savings on email processing." That way, you can later verify in black and white whether the system delivers on its promise.
Describe your requirements as short, everyday scenarios (user stories). This is easier for vendors to understand than abstract feature lists, and it creates real clarity for both your team and the companies bidding for the project.
The further along you are in the tender process, the better you can assess your requirements. Along the way, you may well run into unforeseen needs. If you build in a buffer from the start, you will stay relaxed even when small changes come up.
