Here are two simple examples of the kind of thing I have in mind for specifying a soft technology in an appropriate format. Neither is particularly good and both could definitely be improved or refined. They could also be presented more wonderfully. Apart from improvements in the suggested technologies, you might find a means of presenting the orchestration like a flow diagram, class diagram, soft systems picture or other graphic approach more helpful. Do what feels most natural.

Example 1

Use: a group scheduler

Phenomena: 
The email client's capability of sending messages to multiple people and for it to be used to reply to all, the ability to show a subject line, the ability to identify individuals to which it has been sent, the ability to find, store, sort and organise messages 

Orchestration: 
Participants should explicitly or tacitly agree on information that must be included - at least date and subject and perhaps type of meeting, and that may be included - time, place, details, agenda, RSVP etc.

The cc list will be used to identify others invited.

If a response is requested, invitees should respond.

The subject line should contain the key information for ease of filing.

Those attending should use their email folders and/or use the client's search facilities to maintain a record to identify when meetings will occur.

The organiser should keep replies in a folder or use search/ordering to keep tabs on who is and is not attending. 

A recognisable form of regrets/apologies for non attendance should be used and/or confirmation of attendance - ideally, wording like 'accept' or 'regrets' will be added within the subject line itself, perhaps appended to the end of the subject line, so that the organiser can manage the attendee list more easily.

The organiser should explain all of this in the invitation.

Example 2

Use: an assignment management system

Phenomena: 
The email client's capability of sending and receiving messages, the ability to send to multiple individuals, the ability to show a subject line, the ability to identify individuals to whom mail has been sent and from whom mail has been sent, the ability to find, store, sort and organise messages, the ability to add MIME attachments, the ability to time-stamp a message. 

Orchestration: 
Students are sent an email explaining the assignment requirements, giving a final hand-in date/time, expected format, and other information relating to that assignment, as well as a description of the process (as follows). 

The message is cc'd to the tutor who moves it to a folder that will record the complete assignment process from start to finish, including any related correspondence.Students are required to send a reply to the tutor to confirm that the message has been received (the tutor uses search and/or folders to match sent items with received responses and re-sends if none is received).

At the hand-in date or before, students send their work (they may attach images or other files that can be displayed within the tutor's email client, as specified), and provide a subject line according to a specified format that includes their student number and the name of the assignment. They send the work to the tutor, who sends a reply to confirm that it has been received. If students do not receive the reply then they resend, forwarding the original from their sent mail, thus providing some proof that it was sent when they claimed it was sent.

The tutor stores the received emails in a subfolder for unmarked work in the folder for that assignment and/or flags or stars the emails (or simply marks as unread) to track whether or not they have been marked. He or she opens a new email message, which will be used to store the aggregated marks and saves it to the drafts folder. As he or she opens the emails and marks the work, he or she sends a response to the student providing feedback and a mark for the assignment. If work is sent after the hand-in date (discovered from the time stamp of the email), the tutor applies whatever penalty is required. The tutor moves marked email to a 'marked email' subfolder and/or unflags, unstars or just leaves the email to be automatically marked as read.

Once the marking is finished, the tutor sends it as a self-addressed email with a subject line of 'marks for nnn assignment' which is then stored in the same folder as the student work itself.