A request often arrives as a proposed solution: build a dashboard, add a form or create another spreadsheet. Ask which difficulty the person expects that tool to resolve.
Seek a recent concrete example. Who lacked information, which decision was delayed and what happened as a result? Keep the discussion close to the workflow before selecting a format.
Follow the information
In a fictional enquiry, a manager requests a larger daily report because actions disappear between shifts. The relevant improvement may be an acknowledged transfer of ownership using the existing register. More fields could leave the same gap intact.
Identify who supplies, reviews and acts on the information. Check whether the needed fact is missing, unclear, late or simply disconnected from a decision owner. Each condition suggests a different intervention.
Offer a small trial addressing the observed problem. Explain what the trial should reveal and what remains outside its scope. A tool is a useful result when it improves the actual task. Discovering that a simpler agreement would serve better is also a valuable outcome of understanding the problem properly.