Team Keeps Asking Me Questions – How Do I Fix It?
- David Langley
- Jul 4
- 3 min read
If your team keeps asking you questions all day long, you’re probably feeling like a walking FAQ instead of a business owner or manager.
Whether it’s Slack messages, emails, or “quick questions,” these constant interruptions can wreck your focus and drain your energy.
So, how do you stop employees from asking so many questions and help your team become more independent?
Here’s exactly how to reduce employee questions, reclaim your time, and create a team that can think for themselves.
1. Write Standard Operating Procedures (SOPs) So You Never Have to Explain Twice
If you’re answering the same question more than once, you’re missing an SOP.
Standard Operating Procedures (SOPs) are the simplest way to create a knowledge base for employees so they can find answers without interrupting you.
How to Create SOPs Quickly
You don’t need to write a 20-page manual. Here are easy tools you can use:
✅ Scribe – Record yourself doing the task. Scribe automatically generates step-by-step guides with screenshots.
✅ Loom – Create a quick video walkthrough so employees can watch (and rewatch) when they need help.
✅ ChatGPT – That’s me! Feed me bullet points, and I’ll polish them into clear instructions you can share.
Pro Tip: Store all your SOPs in a central place—like Notion, Google Drive, or your project management software. Make sure everyone knows where to look before they ask you.
2. Build a Decision Tree So Your Team Can Self-Serve
Decision trees help employees figure out what to do next without running every decision past you.
Instead of defaulting to you as the decider, they follow a logical path.
Here’s a simple example of a decision tree for teams:
If the issue costs less than £X → Solve it yourself.
If it affects a client → Notify the manager.
If you’re not sure → Check the SOP.
Still stuck? → Ask me.
Create a flowchart in Lucidchart, Miro, or even PowerPoint. The goal is to guide your team through decisions step by step.
When you do this, you’ll reduce interruptions at work because people can handle more on their own.
3. Use the Eisenhower Matrix to Delegate and Prioritise
Sometimes, your employees ask too many questions because you haven’t clearly defined what they own vs. what you own.
The Eisenhower Matrix is a powerful tool to clarify this.
How the Eisenhower Matrix Works
Sort tasks and questions into four categories:
🟢 Urgent & Important – DO IT NOW.
Client emergencies, critical decisions.
🟡 Important, Not Urgent – SCHEDULE IT.
Big-picture planning, training, process improvement.
🟠 Urgent, Not Important – DELEGATE IT.
Routine questions and minor approvals that someone else can handle.
🔴 Not Urgent, Not Important – DELETE IT.
Time-wasters that don’t move the needle.
Teach your team this matrix so they start categorising their own questions before they come to you. This not only reduces employee questions but also helps them learn to prioritise.
4. Build a Culture of Self-Sufficiency
If you want to stop employees from asking constant questions, you need to set expectations:
✅ Check the SOPs before asking.
✅ Use the decision tree.
✅ Try to solve it first.
✅ Only escalate when necessary.
This isn’t about shutting people down—it’s about building confidence and clarity.
Celebrate when someone solves something without needing you. Over time, you’ll create a culture where your team feels empowered to figure things out themselves.
5. Keep Improving Your Systems
Every question you get is a clue about what’s missing.
If you hear the same query twice, create an SOP or update the decision tree.
If people are still unsure about what’s important, revisit your Eisenhower Matrix training.
This approach will save you hundreds of hours and keep your business running smoothly—without you having to answer every little thing.
Final Thoughts: Reclaim Your Time and Grow Your Business
When your team keeps asking too many questions, it’s a sign your systems need an upgrade.
With clear SOPs, smart decision trees, and an Eisenhower Matrix for delegation, you can build a team that is confident, self-sufficient, and productive.
Need help creating your knowledge base or documenting your processes? That’s exactly what I help businesses do.
Get in touch, and let’s turn your daily interruptions into smooth, scalable systems—so you can focus on the work that actually matters.
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