Today we will discuss about 10 Inimitable Ways on How to Deal Question Answer Sessions Gracefully during Your Presentations. You work all day-night on your presentation, create some amazing PowerPoint slides, and then deliver flawlessly on the big day.
Your speech flows effortlessly, the audience attentively listens to every word that is being spoken by you and everything is going according to your plan. And then you notice: that one annoying contrarian with the thunderous voice, the one who takes pride in always taking the opposing point of view to everyone else. He’s raising his hand to ask a query which you’re sure will be difficult to answer. What are you going to do?
Table of Contents
- Short Story About Amanda
- Key Points To Remember
- At The Start Of Your Presentation
- Always Appreciate The Questioner
- Postpone Your Response
- Summary Of Findings
Short Story About Amanda
Amanda works as a Marketing Manager for a MNC in The United States Of America. She was giving a PowerPoint sales presentation to one of their potential client’s, who was very fascinated with their product. She was pretty confident that she had prepared the presentation flawlessly and that she could win over the client to close the deal.
Soon after commencement of her presentation, one of the client’s managers asked Amanda a query, which was already responded in the next slide. Nonetheless keeping the bigger picture in mind, she didn’t want to offend the client or his team. Amanda gave him a brief yet short and snappy answer, but to her surprise, her boss jumped in to “elucidate” her response, and then another associate of the client’s team asked the boss a question about his reaction, while another team member of the client began arguing with a companion and things went downhill from there.
In spite of her extensive presentation understanding, Amanda was at loss of words as she didn’t knew what to do: She was ambiguous whether to keep her mouth shut and leave them to it, or try to elegantly manage the situation. Ultimately, she was able to get the group back “on-task” and focused on her presentation by employing verbal man-management techniques such as “echoic responses” and various nonverbal techniques. She did, however, tell the audience that she was confident that she had expected most of their questions and had incorporated the answers in her presentation. She asked everyone to write down their questions and assured them to answer their entire questions at the end of the presentation.
She put it in plain words to the audience that she was doing this to make sure that they complete the presentation in the allotted time since she knew the people who have come to attend the presentation were busy individuals. Things began to get better from that point forward. Amanda resolved that this would be the last time this happened!
Now, let’s talk about how to handle questions. Standing up in front of an audience is difficult enough in and of itself. However, questions make the job even more difficult. You have no control over what is asked of you, the question is frequently based on a false premise, and yet you have the impression that everyone expects you to have the perfect answer.
Watch this Video on Mastering Question & Answer Sessions During Your Presentation
Take a look at the 10 Inimitable Ways on How to Deal Question Answer Sessions Gracefully during Your Presentations
1. Key Points to Remember:
In this article, we presume that the host has done their homework and is fully conscious of the audience’s and their organization’s requirements, desires, and lacks.
In a presentation, not everybody is treated equally. There are “Powers,” “Influencers,” and “Hot Body.” The “Power(s)” are more significant than the “Influencers.” The “Hot Bodies” are often present exclusively to fill the room and have no say in the final pronouncement.
– Some folks have hidden agendas and will make the most of a presentation to demonstrate their knowledge or score points with higher authorities, and the best way to do so is to ask questions of the anchor or other audience members.
– Accepting and answering a question during a presentation, whether pertinent or not, sets a subconscious example for more interruptions.
– When given the chance to ask questions, many individuals will focus on their own specific interests or concerns, which may or may not be shared by other members of the audience.
– Responding to a query is frequently interpreted as a presenter’s endeavour to initiate a dialogue with the audience (in linguistics this is known as “turn taking”: you ask me a question, I answer you and look at you and this can be interpreted as “I expect you to continue” so the original questioner does so).
– Answering questions and engaging in dialogues frequently leads to a digression from the topic, this can lead to monotony and detachment for the rest of the audience.
– By deferring questions, you show that you are different from other presenters because you have the self-confidence and skills required to evidently present what the audience Needs, Wants, and Lacks in a clear, structured, and elegant manner, as well as the aptitude to answer their questions after they have seen the complete presentation.
In Presentation, make sure you comprehend the client’s Needs, Wants, and Lacks.
– Recognize the “Power(s),” “Influencers,” and “Hot Bodies.”
– Prepare for probable questions from “Powers” and “Influencers.”
– Include the answers to these questions into the presentation’s improvement. Melodramatic questions are exceedingly constructive for eliciting mental involvement from the audience without interfering with the presenter’s flow of the presentation. They also “personalise” the presentation by allowing the presenter to display their knowledge of the audience’s problems / concerns in a controlled manner.
3. At the start of Your Presentation
Make sure to inform the audience of probable issues you may face during the Presentation and the response you believe have been taken into account in the presentation to give answers in a certain context.
– Ask the audience to give a note of their queries and you assure them to answer all at the conclusion of the presentation. We recommend you using a sentence such as: “We recognize you’re having an extremely hectic schedule so I would like you to keep all your questions until the end of the talk. We won’t be tracked down in this way and we will end the presentation in time”.
If a question is asked, in combination with the appropriate nonverbal communication, we propose the following verbal answers by means of posture, looks, direction, closeness and gestures:
4. Always appreciate the questioner
You should show respect for both the question and questioner by using one of the following types of “social markers.”
Here are some examples of possible social markers:
“That’s an intriguing question… ”
“Thank you for your inquiry… ”
“That’s a great question.”
5. Postpone your Response
It is crucial to adjourn your reaction in order to verify whether the question is relevant or correct. Always keep in mind that anything you say during the presentation is believed to be correct. If you answer a question inadequately, it is quite tough to modify your answer afterwards!
Alternatives that can be utilised to postpone the response include:
– “In the next slide, I’ll explain this in detail. So, if you’re willing to wait…?”
– “In five minutes time, we’ll have a look at this position. As a result, you’ll be able to see the response in context.”
– “We shall examine this later in the presentation in detail and then answer all your questions.
“At the end of the presentation we shall discuss this thoroughly because it is a complex issue and takes time.”
6. Summary of Findings
Always reply to the question when you say you will. This stoppage allows the presenter to gather their thoughts, consider what the most relevant response is, and how to slot in it into the presentation at the right time. If you asked audience members to postpone their questions until the end, make clear in your mind to ask those who indicated that they had questions and remind them what their postponed question was.
Many individuals are frightened to postpone issues in a conversation because they fear that the audience would be offended. This seems to be a cultural trend, and certain nationalities seem less fascinated in ensuring that communication is helpful and more worried with political correctness. However, what is worse, when you ask questions at the end of the presentation or have a busy group of top decision makers involved in a Q&A session, because the presentation will take longer and may waste their precious time?
Take a moment to consider your responses to the following questions:
- What does the politically correct anchor do if there is an argument between audience members or with the anchor?
- If the anchor has 30 minutes to complete their presentation, will answering questions at some point in the presentation help out them in finishing the presentation on time?
- Is it more imperative to keep the complete viewers content or is it just one person in the entire audience matters?
- Does the anchor respond to questions straight away when they are asked, even if the answer is enclosed in detail later in the presentation, or does he or she push back the response?
- Last but not the least how essential is it for the audience to see the entire presentation before asking questions?
The objective of this article is to recommend that presenters should think about a new approach in dealing with questions that ensures they achieve their communicative goal in the most stylish and professional manner possible while keeping the organization’s time constraints in mind.
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