Asking the Right Business Questions To Get the Right Answers Fast
In business, there are times when you need a clear and precise answer to a question in the shortest time possible. Several factors need to be addressed to ensure you receive the required information or data in the required time frame. Asking the right person or people at the right time is fundamental but perhaps, more importantly, is properly asking the right question to invoke the best possible response.
For those looking to be successful in business, the benefits of taking the time to learn how to ask a question should not be underestimated. It would be best if you took the time to know some of the basic techniques around questions, so you can maximize the likelihood that the answer you receive is both meaningful and valuable. Companies offering business management consulting can assist you in this process should you get stuck. This article examines different questioning techniques, why they are successful, and how to put them into daily use in your business life.
Communication Process
Communication is a fundamental part of any business operation. Timing, target audience, and pertinent questions are the formula to aid critical decisions. The target audience is the easiest. Who has the information and the facts (not opinions)?
Timing is the variable that is unforgiving because you usually have the least control over this.
Questions are a vital aspect of this process. They help ensure the message is understandable and, in some instances, align the message in context.
How is the Question Asked?
The type of question and positioning will be determinative in the received answer. Learning when to ask the correct question or reflection statement will expedite your ability to help you/get the information you need now.
Open and Closed Questions
Generally speaking, open questions are preferred to uncover people’s motivations over closed questions.
Closed questions are those that direct the response toward a particular conclusion or outcome. Alternatively, they might limit the response received. In some instances, this might mean that the answer, while being technically correct, does not necessarily reflect the reality of the situation.
On the other hand, open-ended questions are broad and require the person answering to give some thought. Thus, the person developing an answer is not, due to the nature of the question, pushed toward a particular response, which is a feature of closed questions due to their narrow scope.
Instead, the question is answered honestly and based on the data at hand. Open-ended questions are fundamental because they provide a comprehensive answer with the clarity of what is vital to the other party.
This ability of closed-questions to distort reality was illustrated in a research study where parents were asked what they considered was the most important thing for preparing a child for life. Over 60% of parents selected the ability to think for themselves. However, when the question was presented more open-ended, the result was different without a checklist of factors to choose from. Only 5% of the parents who responded chose the ability to think for themselves.
Be Wary of Why Questions
From a young age, children are taught the merits of asking why, what, and how to expand their knowledge. They carry with them to adulthood, and at first glance, the why, what, and how questions would seem to hold the most power. They are open-ended and designed to provoke a thoughtful response, at least at face value.
Recently, there has been debate over the inclusion of why questions in the power list. The controversy stems from the defensive reaction seen in response to why questions, with several people perceiving a why question as a criticism of their actions. For this reason, we suggest sticking to the what and how questions.
Reflecting Questions
When we ask questions, there are several things that we are conveying to the person answering the question that will influence how they answer the question. Those answering our questions are more likely to invest time and energy in the response when they see the person asking the question has thought through what they want to know.
Reflecting is the process of paraphrasing and restating the words of the speaker. It is as much about listening to what has been said as it is about speaking.
Reasons for Reflecting
There are several reasons why reflecting is essential.
It allows a speaker to hear their thoughts and refocus on them.
It shows a speaker trying to understand the world as they see it and understand the message they are delivering and the context they are offering it in.
It encourages the speaker to continue speaking.
When you use reflecting, you are not introducing new topics or material; instead, you try to explore and understand the material already delivered.
There are two primary ways of reflecting.
Mirroring
Mirroring is one of the main ways of reflecting. The person asking the question essentially repeats back to the speaker what they have said. This technique must be used sparingly, using three or four of the speakers' words to create a context and show you are trying to understand what they are saying.
Mirroring illustrates that you’ve listened, and your question is due to the information they are imparting to the speaker. In many ways, mirroring is like a nudge encouraging the speaker to continue exploring the topic.
Paraphrasing
Paraphrasing has a few subtle differences from mirroring. First, it puts what the speaker has said into your own words and illustrates that you are listening and trying to understand what they are saying and their viewpoint. Unlike mirroring, it does not involve repeating their words.
It's Not Just About Content
There is more to reflecting than just content. Language is so much more than the actual words that are spoken. For example, the way the words are delivered, the expressions used, and the tone of the delivery. When we reflect, we let the speaker know we noticed all of these things and understand their feelings. Reflection confirms the content context.
When asking questions, acknowledging the feelings associated with the subject can help develop a rapport with the speaker. It demonstrates that the person is thinking through what has been said and is genuinely listening.
Socratic Questioning
Socratic questioning has its origins in the world of the ancient greeks. It adopts a disciplined and logical approach to questions so that ideas can be developed. It also allows ideas to be explored in-depth. Although it is most commonly associated with the education system, Socratic fact-based questioning is heavily used with top leaders in high-growth environments.
In the context of business, Socratic questioning turns the questioning process on its head. The speaker uses Socratic questioning to guide the listener to use the knowledge they already have to explore the topic in greater depth and eventually reach their conclusions.
Socratic questioning breaks down into around eight questions types. They include:
Clarification questions: these are questions that aim to clarify a point, scenario, or issue.
Questions about a specific issue
Assumption questions: these questions rely on assumed information to draw conclusions
Reason and evidence questions
Origin or source questions
Implication and consequence questions
Viewpoint questions
Reframing Questions
There is a subtle difference between paraphrasing and reframing questions. While paraphrasing puts the speaker's ideas into an individual's own words, reframing adds something to the discussion. Reframing builds on the views offered by the speaker to rework ideas and concepts. It brings new material and ideas to the table and seeks to provide expanded answers and solutions.
The advantage of reframing is that it creates a working environment where different ideas are discussed and incorporated into the original concept or solution.
Follow-Up Questions
Research has suggested that follow-up questions have a unique quality and are likely to encourage the speaker to be generous with their answers. In addition, the nature of a follow-up question suggests the person is engaged in what the speaker has to offer and has given some thought to the matters discussed.
Follow-up questions require an investment of the person's time and knowledge and a commitment to exploring the material further, which is likely to encourage the speaker to engage further.
There is a science to the way questions are answered, with specific techniques shown to improve the quality of the answers. Companies offering business management consulting can help ensure you ask the right questions the right way when you look to make changes.
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We are happy to answer all your questions.