Some people feel that a presentation that generates no questions is a success. But if your listeners are engaged, they are very likely to have questions. Embracing those inquiries can allow you to offer greater detail in areas that matter to your audience.
Timing the Q&A
Many speakers take questions after they present. This allows them to complete the talk within a specified time and to ensure the audience has the whole picture. If you choose that approach:
• Make your transition to the Q&A session clear.
• Tell the audience how much time is left for Q&A.
• Maintain control of the Q&A session by repeating each question and giving the answer to the whole group, not only to the questioner.
You may decide to take questions throughout the presentation or ask for reactions and ideas along the way to keep people engaged. In your notes, identify places where you’d like audience feedback so you won’t forget to ask for it. Tell people explicitly why you’re pausing. That will help them focus their questions and comments. Keep your own questions and responses brief so that the presentation stays on track.
Preparing for tough questions
Suppose you’re presenting your unit’s new strategic plan to a group of anxious managers and employees. Or the CEO has asked you to go to each regional office to explain upcoming layoffs.
What do these situations have in common? The great potential for resistance. Here’s how to handle it:
1. Anticipate tough questions. Before you present, write down whatever objections you think may come up and brainstorm how you’ll respond. Run your responses by a trusted colleague to make sure you’ll give those objections a fair hearing.
2. Be gracious, not defensive. Show curiosity and enthusiasm in both the tone and content of your responses. Replies such as “That’s a great question, and here’s why . . .” make it clear that you have already thought about things from the audience’s perspective. Be open to exploring options you hadn’t considered, and the people raising them will be more likely to hear you out, too.
3. Don’t try to be all things to everyone. If people raise questions that go beyond the scope of your presentation, don’t hesitate to say so. They’ll understand that you had to draw a line somewhere.
4. Answer questions honestly. When you know the answer, articulate it clearly and briefly. When you don’t know it, admit that. Either direct the questioner to another source or offer to do some digging yourself. Write down questions you can’t address on the spot to demonstrate your commitment to answering them.
Outlining next steps
Even if the questions you get aren’t especially tough, show that your message has a life beyond the presentation. For instance:
• Specify how—and to whom—audience members should give their feedback about the presentation.
• Explain how deliverables, if any, should be transmitted to you or others (see “Define Your Goal” earlier in this book).
• Offer whatever support you can to help people put your ideas into action.
• If a follow-up presentation or other event is planned, provide whatever relevant details you have.
• Emphasize your genuine interest in continuing the conversation if there’s more to discuss.
• When you’re sharing your contact information, be sure of your ability to respond and promise to do just that.
• If feasible, talk to attendees as they leave the room. Don’t allow one or two people to monopolize your time so that others feel snubbed.
Now that the presentation itself is finished, it’s time to debrief what happened and to measure your success.