Define a specific task
Describe a real activity: drafting an internal document, answering a customer query, reviewing information or automating a handoff. Identify who does it today, what they use and where the difficulties occur.
Map the information involved
List the systems and data the task depends on. Ask who may access that information, where it can be processed and whether outputs need review. Make these questions part of the scope before selecting a service.
Choose a useful evaluation
Agree which users and tasks belong in an initial evaluation. Decide what the team will look for: usable outputs, a workable review process, manageable administration or a better handoff between systems. Avoid treating a demonstration as a complete operating plan.
Include the ongoing work
Ask who will administer access, review usage, support users and handle changes. Subscription selection is one part of the decision; ownership and day-to-day operation also need a place in the plan.
Bring a short brief
Prepare a description of the task, the systems involved, the people who use them and the constraints you already know. That is enough to start a focused discussion without committing to a particular platform.