Be it a meeting or a conference, the question & answer (Q & A) session can be either a lively one or simply a platform for people to speak their thoughts out aloud. However, the downside of giving people this platform is that in most cases, deviation of the topic, monopolization of time, irrelevant comments and questions all lead to a complete waste of time.
Q&A sessions should essentially be utilized effectively. Here is a concise guide on facilitating productive and thought provoking sessions.
– Go through the question in your head before you actually say it out aloud. Try to put it together first and then pose your question.
– If the meeting or conference is being held with a large group of people, request for a microphone and then ask your question.
– Wait until the audience has settled down before you raise your hand.
– It is good to thank the speaker but keep it brief.
– If the situation is a formal one, refrain from using the speaker’s first name. It is not good etiquette.
– An introduction is good and useful, but a short one will suffice.
– Use your introduction to check the sound. If it sounds like you cannot be heard, speak up.
– When posing questions, it is important to stay focused. Multiple questions, varying theories and feedback will only confuse the audience and not serve any purpose.
– If you require a comprehensive answer, then save it for later – to pose at a one-on-one session. Your question must be simple.
– If you find yourself asking a question that does in fact require a lengthy explanation, then a simple, polite statement such as “Perhaps this can be addressed later.” will do.
– Sensitive questions that could cause offence to the audience or the speaker must be avoided.