Why “What” and “How” Questions Matter

If you ask better questions, you will lead better teams

Photo by Emily Morter on Unsplash

If you’ve ever felt a conversation at work turn tense, you’re not alone. As leaders, we often ask questions to get to the heart of issues, but the way we phrase them can make all the difference.

The wrong question — often a “why” — can put people on edge, making them defensive. But a well-crafted “what” or “how” question? That’s the key to opening up dialogue, building trust, and solving problems.

Here’s why, and how, you can use this simple shift in your leadership style to spark better conversations and results.

The “Why” Trap

Let’s start with “why” questions. They aren’t necessarily bad, but they often sound accusatory.

Imagine your manager asking you, “Why did you make that decision?” How does that feel? For most of us, it triggers a knee-jerk reaction to explain or justify ourselves. We focus on defending rather than problem-solving.

Now think about this: What if the question had been, “What led you to make that decision?” or “How did you weigh your options?” The tone changes completely. It feels like an invitation to share your thought process instead of a spotlight on what went wrong.

Asking “why” puts people on the defensive because it implies a judgment has already been made. In contrast, “what” and “how” questions naturally shift the conversation toward understanding and collaboration.

What Makes “What” and “How” So Effective?

Great questions do two things: they show curiosity and invite input. “What” and “how” questions are the best for this.

These types of questions:

Open doors: They create space for broader answers and discussion, encouraging people to think and share openly.

Focus on solutions: Instead of zeroing in on problems, they explore possibilities and actions.

Encourage trust: They communicate that you’re genuinely interested in someone’s perspective, not just passing judgment.

Let’s take a common workplace scenario. Instead of saying, “Why isn’t this project done yet?” try, “What challenges are we running into?” or “How can we adjust to hit our goals?”

Notice the difference? The first feels critical, while the latter two focus on moving forward together.

How to Start Asking Better Questions

Making the switch to “what” and “how” questions isn’t hard, but it does require a little practice. Here are some ways to work them into your leadership style:

Reframe before you speak: When you’re about to ask a question, pause. Think about how it might be received. If it sounds like it could trigger defensiveness, try rephrasing.

• Instead of: “Why didn’t this go as planned?”
• Try: “What obstacles came up that we didn’t anticipate?”

Get curious: Approach conversations with genuine interest. Instead of seeking confirmation of your own assumptions, aim to learn something new. Questions like, “What surprised you about this?” or “How did you decide on this approach?” encourage exploration and deeper thinking.

Focus on action: When problems arise, steer your questions toward solutions. For example, “What steps can we take to fix this?” or “How can I support you to get this back on track?” shows you’re there to help, not to assign blame.

Ask, then listen: Asking a great question is only half the job. Listening without interrupting or jumping to conclusions is just as important. Give your team space to respond thoughtfully.

Why Questions Build Stronger Teams

Good questions don’t just solve immediate problems; they strengthen your team over time. Here’s how:

They build confidence: When you ask for input, you allow your team to share their ideas and own their decisions.

They encourage collaboration: Open-ended questions make people feel like partners, not just workers following orders.

They spark creativity: Great ideas often come from unexpected places. Asking questions like, “What opportunities do you see here?” can uncover insights you’d never thought of.

Gordon McGovern, the former CEO of Campbell Soup Company, was known for his thoughtful questions, often asking his team, “What would you do differently?” or “How can we make this better?” These simple, open-ended questions encouraged innovation and built trust​.

Practical Examples You Can Use Today

Here are some “what” and “how” questions that will allow your leadership to help your team:

• What’s one thing we could improve in this process?
• How do you think we should approach this challenge?
• What support do you need to succeed?
• How can we ensure we’re aligned on this goal?
• What’s the most important thing to focus on right now?

These questions are simple but powerful. They invite dialogue, uncover insights, and build a culture of mutual respect.

The Ripple Effect of Great Questions

Asking the right questions changes the culture at work. When you model curiosity and openness, your team will do the same. Over time, this leads to better communication, stronger collaboration, and more innovative solutions.

As Eric Schmidt, the former CEO of Google, famously said, “We run this company on questions, not answers.” When you lead with questions, you create a workplace where curiosity and creativity thrive​.

Leadership is about helping your team find the answers together. The next time you’re faced with a challenge, remember to pause. Swap out the “why” for a “what” or “how,” and watch how the tone — and the outcome — of the conversation changes.

References

• Hagel, J. (2021). Good Leadership Is About Asking Good Questions. Retrieved from HBR
• Duncan, R. D. (2023). Want To Be A Better Leader? Ask Better Questions. Retrieved from Forbes
• Cheverie, J. F. (2017). Why Asking Good Questions Can Help You Be a Better Leader. Retrieved from EDUCAUSE
• Frank, C. J., et al. (2022). Great Leaders Ask Great Questions. Retrieved from Big Think