In any professional setting, you may occasionally be asked about a colleague’s work, especially if you’re part of a team. However, there might be times when you don’t know the details of what that colleague does. Whether you’re caught off-guard during a meeting, a client call, or a casual conversation, how you handle the situation can reflect on your professionalism and communication skills. Here’s a guide on how to navigate this situation gracefully.

1. Acknowledge Your Limits Honestly

When asked about another person’s work, it’s perfectly acceptable to acknowledge that you’re not fully informed about their tasks. Transparency is key to maintaining credibility. Avoid trying to guess or provide inaccurate information, as this can lead to confusion and potential issues down the line.

Example response:
“I’m not directly involved in that project, so I can’t speak to the specifics of what they do. However, I can help you get in touch with them or find someone who can provide more details.”

2. Redirect to the Right Source

Once you’ve acknowledged that you don’t have the information, it’s essential to guide the person to someone who does. This demonstrates that you’re still willing to help, even if you don’t have the answers yourself. Ensure you provide a specific contact or suggest setting up a meeting with the appropriate person.

Example response:
“I suggest reaching out to [Colleague’s Name]; they are the expert on this. I can introduce you if that helps, or you can contact them directly at [contact details].”

3. Emphasize Collaboration and Team Effort

When you’re asked about others’ work, it can be beneficial to highlight the collaborative nature of your team or organization. This positions you as someone who values teamwork and understands that success is a collective effort, even if you’re not privy to every detail.

Example response:
“Our team collaborates closely, and while I focus on [your role], [Colleague’s Name] manages that aspect. We all bring our expertise to ensure the project’s success.”

4. Offer to Follow Up

If the person asking needs immediate information and you’re unable to provide it, offer to follow up with your colleague or get back to them with the necessary details. This shows your willingness to assist while maintaining the accuracy of the information provided.

Example response:
“I’m not sure about the specifics right now, but I can reach out to [Colleague’s Name] and get back to you with the information by [timeframe].”

5. Use It as a Learning Opportunity

If you find yourself frequently in situations where you’re asked about others’ work, consider this an opportunity to broaden your understanding of your team’s roles and responsibilities. This doesn’t mean you need to become an expert in everyone’s job, but having a general awareness can be beneficial. It can also enhance your ability to provide better answers in the future.

6. Stay Professional and Respect Confidentiality

In some cases, you may be aware of what your colleagues do, but the information might be sensitive or not appropriate to share. Always maintain professionalism by respecting confidentiality and only sharing information that you are authorized to disclose.

Example response:
“I’m aware of the work [Colleague’s Name] is doing, but I think it’s best for them to share the details. Let me connect you with them directly.”

7. Avoid Being Defensive

It’s natural to feel uneasy when you don’t have an answer, but avoid becoming defensive. Instead, approach the situation with a positive and solution-oriented attitude. Being calm and collected shows that you’re comfortable with not knowing everything and can handle inquiries professionally.

Example response:
“I don’t have that information right now, but I’m happy to help you find it.”

Conclusion

Being asked about another person’s work when you don’t know the details can be challenging, but how you handle the situation can leave a lasting impression. By acknowledging your limits, redirecting the inquiry, and maintaining professionalism, you can navigate these moments effectively. Remember, it’s not about knowing everything—it’s about knowing how to manage the situation professionally and ensuring that the right information gets to the right people.