The Power of Explaining the “Why” in Decision-Making

As leaders, we spend a significant amount of time making decisions—big and small. From adjusting timelines to reallocating resources, these choices shape the trajectory of our teams and projects. But making a decision is just the first step. The real magic happens when we take the time to ensure our teams understand not only what was decided but, more importantly, why it was decided.

When we focus solely on the “what,” we risk creating an environment where team members follow directions without fully understanding the context. This can lead to confusion, misalignment, and a lack of ownership. On the other hand, when we communicate the “why,” we empower our teams to engage with the decision, contribute meaningfully, and adapt intelligently to changes. Let’s dive deeper into why this matters and explore practical examples of how explaining the “why” can transform team dynamics.

The Case of Adjusting Project Timelines

Imagine you’re leading a team working toward a major product launch. Midway through the project, user feedback from testing reveals critical issues that need to be addressed before the release. You decide to delay the launch by two weeks. How do you communicate this to your team?

Option 1: Focus on the “What” “The release is delayed by two weeks.”

While this communicates the decision, it leaves team members in the dark about the reasoning behind it. Some may wonder if the delay was due to poor planning or internal inefficiencies. Others might feel frustrated, seeing it as a missed deadline rather than a strategic choice.

Option 2: Focus on the “Why” “The release is delayed by two weeks to address critical user feedback from testing. This ensures we’re delivering a product that meets user expectations and reduces the risk of rework after launch. Our goal is to prioritize quality and user satisfaction over rushing to meet the original deadline.”

By sharing the rationale, you’ve shifted the narrative. The team now understands that the delay isn’t a sign of failure but a thoughtful decision to deliver a better product. This builds trust, reinforces the importance of user feedback, and aligns everyone around the shared goal of delivering value.

Reallocating Resources: A Balancing Act

Resource allocation is another area where the “why” can make all the difference. Let’s say you’re managing multiple projects, and one—Project B—faces a critical deadline tied to a client commitment. You decide to reallocate two developers from Project A to Project B temporarily. How do you communicate this decision?

Option 1: Focus on the “What” “We’re reallocating two developers from Project A to Project B.”

With this approach, team members working on Project A might feel demotivated or assume their project is being deprioritized. Those on Project B might appreciate the additional support but remain unclear about the broader implications.

Option 2: Focus on the “Why” “We’re reallocating two developers from Project A to Project B because Project B has a critical deadline tied to a client commitment. Meeting this deadline is essential to maintaining our relationship with the client and securing future opportunities. Once the deadline is met, we’ll refocus resources back on Project A to maintain its momentum.”

Here, the “why” provides clarity and reassurance. The team understands the prioritization logic and sees that the decision aligns with broader strategic goals. It also sets expectations for the temporary nature of the change, reducing potential frustration or misunderstanding.

Why the “Why” Matters

Explaining the “why” behind decisions isn’t just about providing context—it’s about fostering trust, engagement, and alignment. Here are some of the key benefits:

  1. Encourages Ownership: When team members understand the reasoning behind a decision, they’re more likely to take ownership of their roles in executing it. They see how their work contributes to the bigger picture.

  2. Promotes Better Collaboration: Clarity around the “why” creates opportunities for meaningful discussion. Team members can offer feedback, suggest alternatives, or raise concerns that align with the decision’s intent.

  3. Builds Adaptability: In dynamic environments, plans often change. When people understand the principles guiding decisions, they’re better equipped to adapt without feeling lost or frustrated.

  4. Strengthens Trust: Transparency demonstrates respect for the team’s intelligence and commitment. It shows that decisions are made thoughtfully and with their input and well-being in mind.

Final Thoughts

As leaders, we owe it to our teams to go beyond simply announcing decisions. By taking the time to explain the “why,” we create an environment where people feel valued, informed, and aligned. This doesn’t just make our teams more effective—it makes them more engaged and resilient in the face of challenges.

The next time you’re faced with a decision, ask yourself: Have I communicated the “why”? You might be surprised at the difference it makes.