When you are preparing your presentation, jot down any questions that may come up that you do not want to cover in the main presentation. You may feel the question requires a depth of understanding beyond the scope of your talk. Because audience make up, knowledge and mood is unpredictable, the topic may come up. Plan an answer, even though you still don’t intend to include it. When you prepare your content, you don’t have to tell them everything you know, just some interesting things that they don’t know. There is always a possibility that what the audience finds interesting may go beyond your plan. Be prepared for it.
When is question time?
You may choose to take questions towards the end or during the presentation. For smaller audiences – up to about 30, where microphones are not critical, you may choose to take questions as they arise, rather than towards the end of your session. Announce this at the start. The advantage is that you can get valid information on the audiences wants and needs from the questions they ask, and adjust your presentation to suit. The disadvantage is that you may get sidetracked and not make the important points that you wanted to get across.
If you had intended to cover the answer later in the session, decide whether you can bring it forward or if you should explain that you will be dealing with it after you have covered material which will place it in context.
If one person has the question now, others may too. Unless you provide a good explanation for not covering it now, they may become more focussed on the question than what you are saying. If you start your presentation by outlining your content and announce when you are starting a new topic, you will be more credible when you ask them to wait.
For a larger audience, it will probably be more practical to take questions near the end of the session. This does not mean “at the end.” Announce that you will take questions now for 5, 10 or 15 minutes as appropriate, but after the time has elapsed summarise your whole talk, tying points made during the Q&A session. When the audience leaves, the last message is the one that most will remember best. Those who asked questions will be most likely to remember your response. Don’t leave those who didn’t ask questions with a parting memory of someone else’s main point, which can happen if you finish immediately after the questions.
The first question
There is often an embarrassing pause after the call for questions, but before one is asked. Have a colleague armed with a question that will help you reinforce a point that you want people to remember. This can also steer others to ask questions on that subject.
Awkward questions
If a question is asked that you would prefer not to answer, tie the answer into one of your main points and enlarge on that point. Don’t dismiss the question totally, but don’t give it more air time than your credibility demands. This is where preparing answers beforehand pays off. After an awkward question, look to one of your colleagues for a question more in line with the messages that you want to convey.
If you don’t know the answer
Admit it, but promise to get back to them as soon as possible. Credible reasons for not answering a question may include the decision hasn’t been made yet, the matter is confidential or the question is outside you area of expertise or influence. These are all acceptable, but cannot be relied on too often. If the audience came to learn more about a subject then they will expect to have their questions answered. If you don’t have the answers, then they have every right to wonder why they gave up their time to attend the presentation.
Questions or comments?
You may want to hear contributions from the floor, or you may not. Specify your position at the start of the Q&A. If a questioner is also providing the answer, then interrupt to remind the audience of the purpose of the meeting and ask is this a relevant question.
To conclude
To finish your question and answer session, indicate that there is time for just one more question, then take that question. Indicate where you will be available to answer questions after the presentation, or how they may contact you after the conference. Then summarise your whole talk, not just the Q&A.
Microphones
If you need a microphone to be heard make sure that there are microphones available at which the questioners may stand. Alternatively arrange for a wireless microphone to be passed to the questioner.
Do not accept questions unless they are asked over the microphone. Explain that this is necessary so that everyone in the room may hear the question, and if appropriate so that the tape recording of the session (either for conversion to a written record or for distribution) will be complete.
While the question is being asked
Look directly at the person asking the question
When you are giving the answer
Don’t look only at the person who asked the question.
Since you have looked at the person asking the question while they were speaking, you are now free to resume your eye contact with the rest of the room. Repeat the question while you are doing this, (a) to give you time to organise your thoughts, and (b) for the benefit of those who may not have heard it clearly.
If you want confirmation that the answer is what was sought, conclude with a glance to the person who asked the question.
Next question
If you do not want any further questions on that subject or any more questions from that person, avoid eye contact with the previous questioner. Conclude with “Any other matters that you would like clarified?” or “Are there any more questions over here?”
