Lesson 5.2
Ask When You Are Not Clear
Estimated time: 6 minutes
Some employees avoid questions because they fear looking inexperienced.
They think:
“I should already know.”
So they guess.
Guessing can be more expensive than asking.
Scenario
A new employee is told:
“Send today’s report using the usual format.”
She has never seen the usual format.
Instead of asking, she creates something herself.
Several important fields are missing.
Poor
“I didn’t want to disturb anybody.”
Better
“I haven’t used the usual report format yet. Can you show me where to find it?”
One short question can prevent:
- rework
- delays
- incorrect records
- customer problems
- frustration
Ask Useful Questions
Instead of:
“I don’t understand anything.”
try:
“Should I include yesterday’s pending orders in today’s report?”
or:
“Do you need this completed before noon or before close of business?”
Specific questions make clarification easier.
Managers Also Have Responsibility
Employees should ask when uncertain.
Managers should also avoid vague instructions such as:
“Just handle it.”
“Do the needful.”
“Use your initiative.”
when there are important details the employee genuinely needs.
More Workplace Examples
Workplace situation
Told “Send it to everyone,” an assistant guesses the recipients and forwards an internal document widely.
BETTER RESPONSE
“Which people should receive this, and are they authorized to see the document?”
Workplace situation
Told “Prepare the room,” a school assistant guesses the setup and equipment.
BETTER RESPONSE
“Which room, what arrangement and materials, and when must it be ready?”
Workplace situation
Told “Sort out the customer,” a salesperson promises a refund without asking what is authorized.
BETTER RESPONSE
“What outcome are we aiming for, and which options can I approve myself?”
Remember
Asking for necessary clarification is better than confidently doing the wrong thing.