Ask and You Will Receive: 5 Ways to Ask More Effective Questions in the Workplace
asking effective questions
One of the most meaningful skills to develop as you begin your career is asking effective questions.
According to Harvard Business Review, “Questioning is a uniquely powerful tool for unlocking value in organizations: It spurs learning and the exchange of ideas, it fuels innovation and performance improvement, it builds rapport and trust among team members.” (1). We understand, however, that asking questions can be daunting for young professionals, especially if you do not have experience conducting workplace or professional inquiries. In this article, we outline how best to structure your questions, how to make the most of each ask, and how to acquire the information you need to be successful in your role.
“Dumb” Questions
Let’s first dispense with the idea that questions (themselves) are dumb.
Nobody ever developed a skillset or collaborated on a project without asking questions, even simple ones. “Asking questions can often make us feel vulnerable, particularly with managers and groups of people. We are taught to have the right answer, and asking questions can make us feel like we look less informed. But . . . asking questions has a plethora of benefits. In a work setting, it can lead to better decision making and a corporate culture that welcomes the exchange of ideas.” (4). Always ask the question rather than assuming the answer, especially in a new role. Nobody expects you to have all the knowledge right away and good managers will empower you to find answers independently.
If you are nervous to approach your manager or higher-ups with questions, first determine if you have taken the steps to find the answer for yourself. Is the information in a company document that you received at orientation or in your company’s files? Can you check your notes from your introductory meetings to see if this question was discussed? Are you sure your manager is the correct person to ask or is there a department-specific lead for this particular topic? If the answer to these questions is “no” or “I’m not sure,” begin with your manager and take direction as to whom should be asked in the future.
Start with your answer
The first step to formulating a question is to determine the type of answer you need.
“Think about what specific information you want to know. You might be looking for advice, factual knowledge or an opinion. Determine which type of answer best fits the information that you need to draft your question.” (2). Do you need a specific answer to an immediate question? Do you need context or background information? Do you need to “zoom out” to understand the bigger impact of a project? Each of these questions requires the recipient to consider different factors in their response and discusses a different aspect of the work.
Harvard Business Journal breaks this down further by identifying four types of questions: (i) Clarifying questions (help us better understand what has been said), (ii) adjoining questions (explore related aspects of the problem that are ignored in the conversation), (iii) funneling questions (used to dive deeper), and (iv) elevating questions (raise broader issues and highlight the bigger picture). (3). These four categories are beneficial to understanding the effectiveness of your questioning and can be further explored here.
Tone
The tone of your inquiry can greatly impact the effectiveness of your questions in a workplace setting.
According to the Harvard Business Journal, “[h]ow you ask questions is as important as what you ask. Always think about how the listener may respond to them. [A]void an arrogant tone. Also consider whether your question may also come across as antagonistic or critical of a higher-up or coworker.” (5). Basically, a negative tone may elicit a negative response, which may be seen as disrespectful. If you use an aggressive or confrontational tone, the listener will not be incentivized to provide timely or detailed answers and the tone may even set back your relationship with your manager.
You want to be inquisitive, without being combative or quarrelsome.
Keep your questions positive for the best reception and response.“People are more forthcoming when you ask questions in a casual way, rather than in a buttoned-up, official tone. (1). While the office may be a more formal setting than at home, you can still be conversational and relaxed in conversation.
Listen, and then speak
One easy tip to improve the effectiveness of your questions is to listen more than you speak.
We have all been engaged in conversation with someone who lacks listening skills; they are simply waiting for their chance to speak again. This same one-sidedness can be said of a question-and-answer scenario with your manager. “After you ask a question, be sure to listen carefully to the answer. Employ active listening skills, including giving feedback. Try not to interrupt the person.” (2).
Follow up questions can be especially impactful. “[T]hey signal to your conversation partner that you are listening, care, and want to know more. People interacting with a partner who asks lots of follow-up questions tend to feel respected and heard.” (1). For example, the structure of a follow-up question could be, “Thank you for that response. I heard you say [X] is the goal. How does that tie into [Y - being a distinct yet similar company project, client, or value]?” or “Thank you for the info, that makes sense. How can our department assist in reaching that goal?”Even if the dots don’t ultimately relate to each other, you have demonstrated the ability to actively listen, shown an investment in the company’s goals (for example), and thought critically about how you can make an impact - all valuable skills for a young professional.
Question with purpose
One easy tip to improve the effectiveness of your questions is to listen more than you speak.
Each question you present should have a purpose; they should be relevant and attributable to your current work or company.
If the question pertains to your boss’ preferred communication style, that is an opinion you need to understand in order to be successful in your role. Your boss’ opinion on the chicken salad in the kitchen is not.
Further, purposeful questions are clear and direct. “If you want a clear answer, you need to ask a clear question. If you catch yourself rambling endlessly while sprinkling numerous different things throughout, you’re only going to confuse that other person. Do your best to avoid a ton of ambiguity and ask a concise and direct question. That’ll make it that much easier to get the answer you need in return.” (6).
Overall, asking questions is an important skill developed through practice and relationship-building with your team.
Young professionals can use questions to demonstrate understanding of company concepts and establish legitimacy through strong, effective inquiries. Do not be nervous to ask questions. Remember, the result of asking meaningful questions is to acquire the information you need to be successful and to excel within your role.
Citations
Brooks, Alison Wood, and Leslie K. John. “The Surprising Power of Questions.” Harvard Business Review, 2018, https://hbr.org/2018/05/the-surprising-power-of-questions.
Birt, Jamie. “5 Steps To Asking Better Questions (Plus Communication Tips).” Indeed: Career Guide, 3 May 2021, https://www.indeed.com/career-advice/career-development/how-to-ask-better-questions.
Pohlmann, Tom, and Neethi Mary Thomas. “Relearning the Art of Asking Questions.” Harvard Business Review, 27 Mar. 2015, https://hbr.org/2015/03/relearning-the-art-of-asking-questions.
Chan, Goldie. “Why Asking Questions Is Good For Your Brand And Your Career.” Forbes: Careers, Forbes Magazine, 1 Feb. 2021, https://www.forbes.com/sites/goldiechan/2021/02/01/why-asking-questions-is-good-for-your-brand-and-your-career/?sh=5faa36e71c23.
Bilodeau, Kelly. “Why You Should Ask Questions at Work.” The Washington Post, Washington Post Jobs, 20 Mar. 2017, https://jobs.washingtonpost.com/article/why-you-should-ask-questions-at-work/.
Boogaard, Kat. “5 Mistakes You're Probably Making When You Ask Questions at Work.” The Muse, 19 June 2020, https://www.themuse.com/advice/5-mistakes-youre-probably-making-when-you-ask-questions-at-work.
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