Describe the situation plainly.
What has happened? Who is involved? What decision or question prompted the conversation? A short description of the situation can be more useful than a large, unexplained collection of records.
Separate the question from the assumption.
A request to “review the numbers” may contain several different questions. It helps to write down what is known, what is believed and what still needs to be established.
The purpose of the work should be clear before the volume of information gets in the way.
Understand where the information lives.
Identify the systems, records and people that may be relevant. Keep sensitive documents out of an open website form. A real practice should first agree a suitable way to share information.
Agree what comes next.
The first conversation may lead to a defined scope, a request for further information or a different specialist. A useful next step makes the responsibilities and purpose clear.