Effective communication is more than just a buzzword—it's a crucial skill that can make or break professional relationships. One of the most powerful yet often overlooked tools in effective communication is the simple act of asking questions.
Many avoid asking questions for fear of appearing uninformed. However, thoughtful questions demonstrate engagement and a desire to understand deeply. In remote or hybrid work environments, asking questions becomes even more critical to ensure clarity and maintain team cohesion across digital platforms.
A. Why asking questions is important
(1) Enhances understanding: Questions can "educate" others by highlighting when their communication isn't clear enough, encouraging them to articulate their thoughts more fully. This process benefits both parties by fostering deeper insights.
(2) Demonstrates engagement: By asking thoughtful questions, you show that you’re focused on others, not just yourself. This approach not only minimises misunderstandings but also shows that you are committed to fully grasping their message. It reflects an openness to exploring their viewpoint without jumping to conclusions or making assumptions.
(3) Promotes collaboration: Effective questioning can drive team collaboration and problem-solving, reducing miscommunications and repetitive discussions.
(4) Improves feedback: Asking the right questions equips employees with the skills to provide constructive feedback, fostering a culture of continuous improvement.
(5) Drives innovation: Questions challenge ideas in a constructive way, pushing the boundaries of creativity and innovation.
(6) Encourages openness: Cultivating an environment where questions are welcomed promotes open and honest communication, making everyone feel safe to share their ideas and concerns.
(7) Manages conflict: Questions are also a powerful tool in conflict resolution, guiding discussions towards constructive outcomes. By encouraging open dialogue and using techniques like the maieutic method, questions help guide parties to explore underlying issues and reach mutually agreeable outcomes.
B. Range of purposes served by asking questions
(1) Following up: Seek further information, clarifications, or guidance to ensure complete understanding.
Example: If a manager asks for a report with "relevant documentation," clarify what specific data is required to meet their expectations.
(2) Verifying: Confirm that you and your audience are aligned on key points, reinforcing understanding. This involves validating your assumptions and testing the accuracy of others' knowledge to ensure clarity and consistency in the communication.
Example: After leading a meeting on product strategy, summarise the agreed-upon points and check if everyone is on the same page.
(3) Connecting & engaging: Show empathy and understanding by asking questions that delve into the motivations, thoughts, and feelings of others.
Example: If you notice a colleague is struggling, reach out with genuine concern and ask how you can support them.
(4) Requesting feedback: Directly seek input from others to understand what drives them and how they perceive their contributions, boosting morale and performance.
Example: As a team leader, conduct a debrief after project completion to reflect on successes, identify areas for improvement, and gather insights on how you can best support your team next time.
C. When to ask questions
The next time you communicate with someone at work, ask yourself:
1. Have I fully comprehended the purpose of this communication?
2. Do I understand the core elements of the message?
3. Could I accurately reproduce the message if needed?
4. If action is required, do I know the next steps?
If the answer to any of these questions is "No," it's time to seek further guidance. Asking the right questions ensures you're not just passively receiving information but actively engaging with it.
D. Making the most of questions - Our advice for you
1. Focus on understanding: Focus on truly understanding the speaker rather than just preparing your response. Avoid multitasking, minimise distractions, and stay present in the conversation.
2. Think strategically: Challenge yourself to "think before you speak." Consider the purpose of your questions and how they can drive the conversation forward.
3. Be clear and specific: Be transparent about what you need to understand. Avoid judgmental tones and keep the best outcome in mind.
While asking questions is a powerful communication tool, it’s just one of the 14 elements of effective communication we have identified in our Comms 360 model program at AELIA.
Powered by a holistic approach, covering all crucial aspects of communication (oral, written, listening, conversational, visual, public speaking etc) our Comms 360 program on communication is designed to enhance your team’s communication skills and drive impactful, effective communication in your organisation through an adaptive mix of L&D activities such as: gamified challenges (custom-designed by our dedicated L&D design team), guided projects followed by feedback sessions and powered by asynchronous support via a 24/7 power chat, intra-mentoring & reverse-mentoring.
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