Being an effective communicator has a lot to do with how questions are asked.  Once the purpose of the question has been established you should ask yourself the following questions:

• What type of question should be asked (see question types)
• Is the question appropriate to the person/group?
• Is this the right time to ask the question?
• How do I expect the respondent will reply?

When asking questions – especially in more formal settings some of the mechanics to take into account include:

• Being structured – in certain situations, for example if you are conducting a research project or you work in a profession that requires the recording of information, it may be necessary to ask large numbers of questions.

In such cases it is usually a good idea to inform the respondent of this before you start.  Give some background information and reasoning behind your motive of asking questions.  By doing this the respondent becomes more open to questions and why it is acceptable for you to be asking them.

They also know and can accept the type of questions that are likely to come up, for example, “In order to help you with your insurance claim it will be necessary for me to ask you about your car, your health and the circumstances that led up to the accident”.

In most cases the interaction between questioner and respondent will run more smoothly if there is some structure to the exchange.

• Use silence – using silence is a powerful way of delivering questions.As with other interpersonal interactions pauses in speech can help to emphasise points and give all parties a few moments to gather their thoughts before continuing.

A pause of at least three seconds before a question can help to emphasise the importance of what is being asked.  A three second pause directly after a question can also be advantageous; it can prevent the questioner from immediately asking another question and indicates to the respondent that a response is required.

Pausing again after an initial response can encourage the respondent to continue with their answer in more detail. Pauses of less than three seconds have been proven to be less effective.

• Encouraging participation – in group situations leaders often want to involve as many people as possible in the discussion or debate.

This can be at least partially achieved by asking questions of individual members of the group.

One way that the benefits of this technique can be maximised is to redirect a question from an active member of the group to one who is less active or less inclined to answer without a direct opportunity. Care should be taken in such situations as some people find speaking in group situations very stressful and can easily be made to feel uncomfortable, embarrassed or awkward.

Encourage but do not force quieter members of the group to participate.