Query formulation

EMPHASIS: Lottery Funded
Framing a Good Query

Query Service
EMPHASIS “KM Services” – what we do:
e-Discussion Publication
2. e-
Discussion
Priority topic
3. e-Consultation
Draft plan/
policy/
programme
“For
Comments”
Feedback for
consideration
e-Discussion
(or Query)
Action Group
assignment
Action research;
pilot; strategy;
proposal
4. Action Group
1. Query service
Responses
Consolidated
Reply
Question

Why “Frame” a Query?
If you are a member of EMPHASIS
Community you probably think that
someone who wants to post a query just
puts it out on Ning, and out it goes. We
intend to have a Facilitator to help you.
Facilitators spend a lot of time and effort in
ensuring that the EMPHASIS Community
has a continual source of relevant,
interesting, well-framed queries. In fact,
each of these elements is a lesson in itself.

Framing a Good Query
• Presentation of issue and context in a manner that compels
members to respond
• Clarity in articulating what exactly is sought to keep responses
focused
• Caters to the ‘Knowledge Needs’ of members
• Brings issues on table; Advocacy
• ‘Fulcrum’ or ‘crux’ of Community’s interactions
• Keep energy of community at sustainable level
• Defines the pace of interactions

Parts of a Query
The Four Parts of a Query
1. Context
2. Issue
3. Question Statement
4. Signature

• Opening statement in the query
• To give reader a background on query-poser- work
organization/individual is involved in
• To understand why question is asked
• Helps the reader determine whether the information shared will
actually be used by query-poser in practice and therefore helps
decide whether to respond
• Needs to be clear and compelling
The Context

The Context- Tips
• Often, query is in a raw form and does not have these details
– Members don’t think it important to give background
– Facilitator can call member or e-mail to ask for specific
information to be included
• If Facilitator knows something about the member, you could
draft something and send it to member to review (saves time)
• Facilitator explains to member that the query will get better
responses if this information is included

I work for Modicare in Delhi. Modicare is an
NGO partner to CARE in the EMPHASIS
program..
Our partner institutions are very interested in
joining our effort of implementing gender
related initiatives as well and have been
already working on this topic and made first
experiences. Nevertheless by now we have
been facing several challenges:
The Context- Samples

The Issue
• Describes the situation on the ground and the real challenge
being faced
Tips
• Not much editing required – leave in original form to give flavor
of personality of the questioner
• Give members enough of a picture of the situation/ issues to
provide a relevant reply
• Not too long, just few lines/a small paragraph
• Weave context in first paragraph into issues in next paragraph
and lead to question statement

The Issue- Sample
Nevertheless by now we have been facing several challenges:
• The training schemes of the institutes are mostly short term courses
which makes the establishment of specific offers for women (like in
personality development, counselling, mentoring, job placement
etc.) difficult.
• In addition they operate mostly in male dominated sectors, although
there are more and more women entering these sectors there is still
a low enrolment and low employment of female graduates.
• The institutes provide mostly further training, most of the customers
are sent by the industry which means that the demand from already
adequate qualified and eligible women is low.

Question Statement
• Clear
• Concise
• Simple
• Question statement forms framework for
CR
• Not too long and winding a statement and
not complicated for reader

Question Statement- Sample
To find some ways that people have addressed these challenges, I
am searching for best practice examples from:
– other organizations
– NGOs
– private training providers, etc.
If you have any experience in some of these questions I would very
much appreciate your assistance as well as some advice who else I
could contact. Kindly connect me with members of the network who
are also engaged in the area of gender equality in the high tech
training sector.

Signature/Closing Line
• A personal statement at the end on
how much the member values the
Community and support through it and
how they plan to use the information
can be a way to get respondents
interested and engaged

Closing Line- Sample
Given this context, UNDP India would like to learn from network colleagues
about their experience and knowledge of programmes, strategies and
policies that have sought to address the concerns of seasonal migrant
labour in India, both at source as well as at the destination sites, in India and
other countries.
This will be useful for our current partners in the livelihoods portfolio
to better design interventions that can improve the situation of migrant
population.
Regards,
Prema Gera
UNDP, New Delhi

Query Types
The four query types are:
• Experiences – seeking where something like
this has occurred
• Examples – seeking samples, models or other
types documentation on creative works, ideas,
systems, or other intellectual property
• Referrals – seeking contacts or expertise to
follow up with
• Advice – seeking thoughts and insights from
members, including lessons learned

Query Types- Samples
Experiences; Referrals
• To find some ways that people have addressed these challenges, I am
searching for best practice examples from other organizations, NGOs,
private training providers, etc. If you have any experience in some of
these questions I would very much appreciate your assistance as well
as some advice who else I could contact. Kindly connect me with
members of the network who are also engaged in the area of gender
equality in the high tech training sector.
Tips
• People often ask for “examples” when they are really looking for
“experiences”. What they are really asking is “Has this been tried
somewhere? Can you share what you learnt?”
• People almost always give advice whether you explicitly ask for it
or not
• Again, to categorize correctly, it helps to talk to query poster to
bring clarity in what they want – sharing of experiences or
contacts of experts or both?

Query Types- Samples
Examples
This query type seeks examples of systems/ tools/ methodologies/
training modules;
“We endeavour to build a community centered Information
Communication Technology (ICT) tool to facilitate microfinance and
development. An analysis of existing software for SHG accounts and
ongoing efforts in this area will help us not to reinvent the wheel but
concentrate on the constraints experienced. We would like to know:
• What kind of demand do members see for tools in these areas that are
targeted to SHGs?
• What tools are currently in use, and are there any gaps to be
addressed?
We would appreciate advice from members of this Community on the
above”

Tips & Tricks
• Encourage members to think of issues they face in their work/
project formulation, strategy development, implementation,
monitoring etc. and how community members could help through
peer-assist
• Members could be gently coaxed to post query on a critical issue
(e.g. ISST and gender dimensions of NREGA)
• Wide range of issues within scope of the Work and Emp CoP –
members range from “labour types” to “livelihood types” and
those interested in employment generation. Queries can be
alternated in a way that each group in the Community retains
interest in discussions (alternating themes even helps in keeping
UN agencies with diverse mandates engaged!)
• At low times, seek support from UN agency staff, focal points in
steering the community by highlighting imp issue through query
or contacting a partner etc.

Tips & Tricks
• As a principle, base queries on real demand. Supply driven
are usually contrived and not genuine queries – so they don’t
lead to practical solutions to real problems
• Speak to query-poser at length to get all details required
• Often query-poser will require support in formulating. You can
discuss and then draft something. Some back and forth on e-
mail may be required, but this will really ensure they get what
they are looking for (appreciated)
• Avoid layered queries – simple, straight and amenable to
responses

Tips & Tricks
• Well-formulated and clear query will get clear responses and result
in a good summary/CR
• Time invested in query formulation is worth while. No room for
ambiguity – pin the question such that you get tangible concrete
responses
• Every now and then post a query from an illustrious member (keeps
members interest alive)
• Very simple queries from the field which could add value to the work
of many field level partners are very useful (e.g. SHG accounting
software)
• Raise topical issues to generate interest

Tips & Tricks
• Different aspects of a particular topic could be handled through
different queries so there is a sequential progression of
learning on a particular topic. (e.g. on NREGA we have
handled a series of queries of interest to both civil society and
government starting with training aspects…)
• Should conceal vital information but should reveal some that
evokes interest
• Mix queries with focus on specific organizations (e.g.
government, NGOs especially at grassroots , donor agencies,
researchers and academics)
• Mix ‘easy’ and ’difficult’ queries… Appeal to a wider
membership, amenable to responses - ‘Field’ and ‘Academic’
types and Thematic variation

Tips & Tricks
• Easy’ vs ‘Difficult’ Queries – easy ones to charge up the
members, amenable to quick responses
• Synchronize with an event/occasion or season - (e.g.
related to roof water harvesting in summer, onset of monsoon;
prior to a workshop on a similar issue)
• Order – Mixing of queries to let maximum members
participate
• Time of posting – evening/before the weekend. Try to keep
a separate window for posting a query, avoid crowding
• Urgency factor

Structuring e-Mail Message
Subject - Query
QUERY: [Subject of query] – [Type of Query]. Reply by:
[date in dd/month/yyyy format]
1. Determine Query Subject
– Abbreviated subject of the query in 3-6 words (e.g., “Off-farm
employment alternatives”)
– Use technically correct, commonly understood terms (e.g. PRIs for
Panchayati Raj Institutions)
2. Determine Query Type- Experiences, Referrals, Examples &
Advice
– If a query is of more than one type, include each – e.g.,
“Experiences; Examples”
– If it is an Experiences, Examples and/or Referrals query, do not
include “Advice” as an additional query type

Structuring e-Mail Message
Subject - Query
3. Determine the Reply by Date
– The Moderator should ask the query poster about the turnaround time to
help ascertain which Track and set the Reply by date accordingly
– Three Query Tracks
1. Track A (Quick Turnaround of 6/7 working days)
2. Track B (Normal Turnaround of 14/16 working days)
3. Track C (Extended Turnaround of 20/22 working days)
– If it is a Track A query, the reply date will follow immediately after the word
query “QUERY: Urgent- Reply by: …”
– If posting 2-3 days after Reply by Date, but before issuing the CR- you can
leave off the Reply by Date..
– Replace “Reply by: [date]” to “Additional Reply” for postings after a
Consolidated Reply is issued
Circulate Query within the KM Team for comments, especially
about cross posting

Cross-Posting a Query
• The principle is that the best questions posted to any Community
are those having maximum relevance to the most Community
members
• To get contrasting and complementary perspectives
• Touchstone - Query could have been posted by either
community
• Use judiciously so as not to overburden members with too many
emails
• Sharing of work between ‘Primary’ and ‘Secondary’ Community..
Moderation, CR preparation, etc.

e-Consultation Service
• Draft documents that network members (or the public) are
asked to review and comment on within a specific period.
Might be used, for example, by a member for a Peer Review,
or for wide consultation on a draft policy document,
programme or project proposal.
• Depending on the item, a Consolidated Reply could be
prepared at the end of the period
• e-Mail Message Subject: FOR COMMENTS: [subject of
document]. Reply by: [date in dd/month/yyyy format]
– Subject of document: Subject of the document abbreviated in 3-
6 words, e.g., “Draft position on off-farm employment”
– If prepared, a Consolidated Reply to “For Comments” is simply:
CONSOLIDATED REPLY: For Comments on [subject of
document]

e-Discussion Service
• Virtual brainstorming by members to address a broad topic of
interest and provide a range of insights, conclusions or
recommendations for Community members to take forward in
their work.
• An open e-discussion on a particular topic with a structured
format.
• The mail with this heading would: 1) introduce the topic for
discussion, 2) introduce the guest moderator(s) or conveners, if
any, and 3) provide details on the modalities for the discussion
• Depending on the item, a Consolidated Reply could be
prepared at the end of the period
• e-Mail Message Subject DISCUSSION: [subject of
discussion], [timing]
– Subject of discussion: Subject of the topic to be addressed
abbreviated in 3-6 words, e.g., “off-farm employment strategies”
– Timing: Beginning and end dates (normally Track C, 15 working
days), so that members know when to participate

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Query formulation

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