Before asking for another spreadsheet, make sure everyone understands the question behind it.
1. Start with the decision
Explain why the information is needed: an internal baseline, a customer response or a reporting exercise. The purpose helps the data owner spot gaps and avoid supplying an apparently relevant number with the wrong boundary.
2. Define the record
Specify the reporting period, site or activity, unit and required source evidence. For electricity, for example, distinguish a meter reading from an invoiced quantity and explain how to handle an invoice spanning two periods.
3. Make uncertainty an acceptable answer
Offer a way to mark an input as reported, estimated or unavailable. Ask for the basis of an estimate. A visible gap is more useful than an undocumented guess that appears complete.
4. Give the request an owner
Name the person supplying the information and the person reviewing it. Include a practical deadline and a route for questions. Review a small sample before repeating the request across every site or supplier.
A request checklist
- Purpose and intended use
- Reporting period and boundary
- Definition, unit and accepted format
- Supporting evidence
- Estimate and missing-data instructions
- Data owner, reviewer and due date