Do I need to plan questions before the meeting begins, or can we actually formulate questions during the meeting?
There are two types of questions... pre-planned and impromptu questions...
Pre-planned questions are developed prior to the meeting. In most instances the moderator/speaker has primary input in question development. Pre-planned questions have two advantages. They assure the user that all issues which need to be addressed are covered and well thought out, and that nothing gets asked or answered which the moderator does not want discussed at the meeting. Questions should be reviewed and edited carefully. Have someone else check them for clarity, relevance and freedom from ambiguity.
The questions may be displayed utilizing slides, videographic screens, overheads, or generated by the computer. Choosing the method used usually requires a consideration of question length, other media used within the same session, stage and mood setting. In most cases, questions are displayed by the computer.
Impromptu questions are developed by the moderator/speaker or an audience member immediately, on demand. The major advantage to these questions is that they often open up areas of discussion which were not addressed in pre-planning the meeting, but are important to the issue. It rewards everyone in the room with the sharing of ideas and new information.
This format must be carefully considered before it is used. It should only be used with a moderator who is comfortable with the idea.
Impromptu questions may be asked of the group verbally, jotted down on an overhead, or computer generated. In any case, the operator needs to know the number of choices (Scale of 1-5, Yes/No, You'll choose one of three choices, etc.) before activating the system, or beginning to input a question to be displayed for discussion and saved for later analysis.
Generic impromptu screens may also be pre-built in order for the operator to quickly display a set of responses in answer to a verbal question. (For example: Yes/No, Set of Procedures, or Issues, to choose from.)
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