I would imagine it would take a multi-level caste system, and generations of reinforcement combined with a prescribed dogmatic belief in processes (Think Warhammer 40k Adeptus Mechanicus).
Even then I dont think it would be a terribly agile organization and my guess is that it would react to external changes very very slowly as all the information would have to slowly filter up through the various castes.
As a DM, there are two reasons I ask this kind of question.
If it's a player that I know is comfortable playing their role, then I am trying to get them to lean into the scene to assist with story pacing, or potentially to reveal additional information.
There are still benefits to asking it though, even if a player is not comfortable playing out the scene. Even without a spotlighted stage, you can still obtain a lot of character development by asking for additional clarity. For instance, did the character want to use a cheesy pickup line, or maybe a humorous anecdote, maybe they want to be really suave.
I would probably ask some leading questions like the above, but that additional info can still greatly expand the scene without turning it into a night at the improv.