The question and answer session is a vital part of your presentation because it allows your audience to clarify points and delve further into issues. Often times, though, presenters appear rather lost when it comes to controlling these sessions. The result is that many great presentations end on a weak note. So how do you ensure that your Q&A sessions enhance your presentations? Let’s take a look at that issue Jeopardy-style:
A: Presenters should prepare for Q&A sessions by doing this.
Q: What is anticipate questions, Alex?
When you rehearse your presentation, practice your Q&A session too. Think about your audience and anticipate the questions they might have. Once you’ve made a list of potential questions, prepare straight-forward answers and run through them. Spend extra time planning for difficult questions so that you can answer them eloquently.
A: This approach prepares an audience for Q&A sessions.
Q: What is announcing the session and its transition?
To adequately prepare your audience, announce before your presentation that the Q&A session will take place. If the audience knows they will have time to ask questions, they are more likely to come up with them during the presentation. Also make sure you provide a clear transition into your Q&A session. Audience members should understand that you’ve moved on to the question-asking phase of your presentation.
A: What a presenter should do when an audience member asks a question.
Q: What is listen?
When an audience member poses a question, really listen and make sure you grasp it completely before answering. If you don’t think you entirely understand the question, ask for clarification. Nothing is more frustrating to an audience than a presenter who fails to fully answer questions.
A: What a good presenter does before answering a question.
Q: What is repeat or restate the question?
Good presenters make sure that the entire audience hears and understands the questions asked. When someone raises a question, repeat it or restate it (if you think you can say it more clearly) before you answer. Also make sure your audience knows the context surrounding a question. If you think they need additional background information to understand your answer, provide it.
A: This is how a presenter should handle “that guy.”
Q: What is put a muzzle on him?
Don’t you wish? You can’t literally muzzle an audience member, regardless of how completely obnoxious he or she might be. You can, however, keep an annoying questioner at bay. If someone is asking too many questions, peppering you with irrelevant or hostile questions or just using the Q&A session as an opportunity to pull out the old soapbox, put an end to the madness. Tell that person that you would like every audience member to have a chance to ask a question and offer to discuss his personal issues after the presentation.
A: This tactic helps jump start a Q&A session.
Q: What is asking the audience questions?
If, when you transition into your Q&A session, you hear crickets, don’t assume that no one has a question. Some audiences need a little time to warm up. Revisit a portion of your presentation that you think is particularly interesting, and ask the audience questions to stimulate conversation.
A: This restriction prevents a Q&A session from petering out.
Q: What is a time limit?
Setting a time limit for your Q&A session ensures that it won’t go on and on and become a series of extraneous questions. You can always extend a session that is going particularly well. If appropriate, allow audience members to contact you later to ask additional questions. To end your presentation on a strong note, save your final message until after the Q&A session so that your audience remembers your main point.
