The everyday problem
A vendor search can begin with a list of product categories and still fail to describe what the team needs. Broad requests attract broad demonstrations. The result is a comparison of presentations rather than a comparison of approaches to a shared operational problem.
A practical approach
Write down the task, current obstacle, affected team, and desired outcome before contacting providers. Include constraints such as existing systems and internal staffing. Separate requirements from preferences so that the shortlist does not favor the longest feature list.
Try this with your team
Draft a one-paragraph problem statement that a colleague can explain without naming a product. Use it as the opening brief for each vendor conversation.