Describe one task clearly
Start with the task people are trying to complete. Describe how it works today, what gets in the way, and who experiences the difficulty. A concrete example is more useful than a broad request to digitize everything.
Make the boundaries visible
List the teams, systems, and information involved. Decide what the first stage needs to cover and what can wait. These boundaries give stakeholders a shared reference when discussing options.
Agree how you will learn
Choose a small set of observable measures and a review point. Feedback from the people using the process should be part of that review. The goal is to make the next decision with better information, not to promise results before the work is understood.