Step one — define the gap, not the position
'We need a striker' is not a brief. 'We need a forward who presses from the front, scores from inside the box, is under 24, and fits a wage band' is.
Include the constraints that actually bind: budget, age window, contract situation, passport, and whether resale value matters.
Step two — cast wide, then cut hard
Filter the index against the brief. Aim for a longlist you can defend, then reduce it on footage to a watchlist you can genuinely cover.
Record why each player was cut. Next window, that record is worth more than the shortlist itself.
Step three — rank against the brief, not each other
Score every remaining player against the same criteria in the same order. A shortlist where players were assessed on different terms cannot be compared at board level.
Step four — keep it live
Contract situations, minutes and availability move weekly during a window. A shortlist reviewed once is out of date within a fortnight.
Shared shortlists matter here: on a Club plan, seats across recruitment, analysis and the coaching staff work on the same list rather than three divergent spreadsheets.