The everyday problem
A broad question can produce a broad response even when the user needs a specific administrative result. A useful conversation starts with the task and the information relevant to it. More text is not automatically better context; relevance and clarity matter.
A practical approach
State the goal, identify the intended sources, and describe the format of the result. Separate known facts from questions. When information is missing, ask the workspace to identify the gap rather than inviting it to fill in an assumption.
Try this with your team
Draft a fictional request to organize an incoming document. Include the desired fields, the source to use, and the instruction to flag missing information.