The Reason Newbies Have Such a Hard Time with Workplace Communication

Newcomers to the workplace are prone to not asking enough questions. The questions we do ask are often very open-ended. As a result, the responses we get are not only unhelpful, but we end up having to send follow up messages to clarify things we should have been clear on in the first place. So many of the issues that newbies run into with communication have nothing to do with confidence. They have everything to do with asking the right questions. When our requests are too broad, too general, or lack context, things become needlessly complicated. Mastering the ability to ask the right questions is one of the most effective ways to improve your day to day interactions.

What does a good question look like? Most of the time, a good question should have three components. The first is context. The second is the specific knowledge gap you’re trying to fill. The third is the type of information that would be useful to you. Without context, the person reading your question is left playing a guessing game. Without a specific knowledge gap, your question comes across as wishy washy. Without a clear idea of what information would be useful to you, you may not get an answer that solves your problem. Consider the following two questions.

Question 1: “Can you please clarify?” Question 2: “I’m clear on what we’re trying to accomplish, but I’m unclear on why the deadline was moved up. Should we aim to complete this prior to the meeting, or after?” I think it’s pretty clear which one is easier to respond to. It’s also clear that the second question is more productive. The reason is that it defines a much clearer box around the issue. That makes it easier for everyone involved. Additionally, it demonstrates that you’ve done some level of thinking about the issue. That makes things more productive.

The number one rookie mistake is burying your question under a mountain of backstory. Newbies often feel like a straight up question is too blunt. Instead of asking directly, they bury the question under multiple paragraphs of explanation. The end result is something a bit strange. The message is longer, but the intent is actually unclear. Instead, it’s better to ask your question immediately. Then, you can add in any relevant backstory. My advice is to practice voicing your question as a single sentence. Then, you can add one or two sentences of backstory. If the actual question doesn’t appear until the end of a three paragraph message, it’s time to reword. The goal is to make the intent of your message clear.

It doesn’t take a ton of time to develop this skill. Here’s a 15 minute drill you can use to tighten up your questions. Spend 5 minutes digging up 3 questions you’ve recently asked or were tempted to ask. Focus on questions from meetings, status reports, or planning discussions. Then, spend 5 minutes rewriting each question to clearly define what you don’t know and what you do know.

Finally, spend 5 minutes reading your questions out loud. Are they specific? Are they calm? Are they easy to answer? If not, try removing one vague word like “sort of,” “any,” or “stuff,” and replacing it with something specific. If you get hung up on this, don’t worry! The goal is to name what’s hanging you up. From there, you can craft a solid question. This is particularly important when you’re in the middle of a difficult conversation. It’s easy to let things get sloppy. Remember, a good question is not just about information gathering. It’s about demonstrating that you care. It’s about avoiding unnecessary mistakes. It’s about making interactions more productive.

Effective workplace communication is less about talking and more about asking the right questions. A well crafted question provides direction. It bounds the problem. It solicits a useful response. It makes the next steps clear. When newbies master the ability to ask good questions, they find that almost every interaction gets a little easier. The reason is that everything flows from the quality of the question.