Hello Ann

I just wrapped up a workshop for Creating Powerful Partnerships with about 25 Administrative Professionals. The importance of being a good “Questioner” was never more apparent! We had a great discussion about how frustrating things can get when you don’t have all of the information you need to support your Leader. And, how powerful a simple question can be to move you forward again.

I hope you enjoy some further reflection on Questions this month.

Communication: Questioning

The definition of a question is “a sentence in an inquiring form that is addressed to someone to get information or cause reflection.” This means that questions are, in essence, about extrapolating information and affecting the thought processes of others. To achieve mastery in questioning, it’s important to listen carefully—you can’t ask great questions aimed at discovery if you don’t know what the other person is saying or expressing. Always allow responses to guide you as you discover information.

The Questions about Questions

When is it a good idea to ask a question?

There are many opportunities to use questions. Knowing which questions to ask and when to ask them is an important skill. It’s highly effective to use questions to open up a discussion, keep others interested, get others involved, develop creative thinking, clarify what is being said, and gather information.

How should questions be expressed?

Always aim to keep questions clear and concise. They can be very powerful, but they can also be controlling. Closed-ended or leading questions are not powerful—they direct the conversation. Avoid closed-ended questions such as, “I thought it was great—didn’t you?” Instead of swaying the other person’s response, powerful questions should assist you in uncovering the real emotion when it’s difficult to discover.

What types of questions are effective?

Open-ended Questions: These questions are powerful because they demonstrate to the employee that you are interested in what they have to say. They also invite opinions, explanations, ideas, and reasons in a non-threatening manner and have a tendency to make others feel more comfortable and in control when they are speaking. 

Clarifying Questions: Use clarifying questions to relay your understanding of others and create an opportunity for you to connect with them and encourage their expression. Because clarifying questions seek a deeper comprehension of what’s being discussed, these questions also help avoid conflict and argument while keeping you on-track and interested.

In Your Life:

Below are some useful open-ended and clarifying questions that you can use to improve your ability to understand others and communicate effectively. Remember that it’s useful to try to avoid asking questions that steer responses or can be answered with “yes” or “no”.

“How do you feel about…?”

“What do you think about…?”

“How do you see…?”

“What is your point of view about…?”

“So, you’re suggesting…”

 “You seem really angry [any emotion] about…”

Social Style Tip of the Day:

Conducting effective workplace discussions means that you approach discussions with others differently depending on Style. Here are some techniques you can use when conversing with each of the four Styles:

For the Analytical style person:

Take time in your conversation and be prepared to answer questions in a specific, accurate, and organized manner. Listen carefully to the questions this person asks as much as the statements they make.

For the Driving style person:

Begin with open questions or by providing options that allow this person to fine-tune the direction of the discussion rather than setting an explicit agenda and expecting him or her to follow it.

For the Amiable style person:

Ask questions with patience and in a casual, more personal manner. Uncover key relationships to this person because they often impact the Amiable Style’s decisions and actions.

For the Expressive style person:

Ask questions to uncover ideas and aspirations related to the topic under discussion. Closed questions and seeking clarifications are good approaches for returning Expressive Styles to the purpose of the discussion if off track.

From Improving Personal Effectiveness with Versatility, Tracom Group

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What Are People Saying?

"I feel like Ann set a great example of how we should work together! I have taken so much of her advice and placed it in our working relationship. Home By 5 has structured our positions and given me the skills to be the best Assistant!

Kristin Frisch
Human Resources/Executive Assistant
Wheaton Dumont Co-Op Elevator

About Ann

With more than 20 years of experience as a corporate leader, Ann brings an integrated-systems perspective to any discussion or situation and a straightforward, practical approach to coaching and consulting. Ann's unique and varied career and educational experiences allow her to quickly identify and communicate interrelationships among issues, people, and complex organizational systems. Her positive outlook, energy, and participative leadership style enable her to inspire, motivate, and develop leadership in others.