You know your business. Let’s make its financial information clearer.

Before the conversation, write down three things: what worries you, how long it has been happening and what decision you need to make. A concrete example usually explains more than a list of technical terms.

Note what information you have and who prepares it. If there are reports you don’t understand, identify the question you would like answered.

During the meeting, make sure the scope, the information needed, the deliverables and the next steps are agreed. Share documents through the channel you agree on, and avoid sending confidential information in a first open message.

Start with one specific period. Group the information you have into folders your team understands: sales, purchases, bank and other supporting documents.

Use consistent names, for example: date, counterparty and document type. Keep a list of what is missing and who can get it.

Decide who adds files and who checks that they belong to the period. Keep the original versions and control who has access. Organising the documents makes review easier, but it does not replace checking their content.

Who does the task? Identify the person responsible and who can cover when they are not available.

What do they need to do it? Review what information they receive, where it comes from and what usually causes delays.

How do we know it was done right? Agree on what gets checked, who reviews it and where the evidence is kept. Document these points in a short guide and test whether someone else on the team can follow it.