PRESENTATION SKILLS--FOCUSING ON QUESTIONS AND ANSWERS

Discussing presentation techniques related to stress, tone, and intonation. Links to additional resources are provided.

1. Presentation skills: Questions and answers 15 January 2024

2. Q & A—speaker and audience Ask for more information State their own views Discuss omitted information Obtain feedback and suggestions Learn from others

3. Answering Questions When will you answer the questions? What will be the questions? Who will be your audience? How will you answer the questions?

4. 1. when will you answer questions? Tell the audience when you will answer questions. Anytime? After each section? At the end?

5. 2. Anticipate questions in advance Look at the content through the eyes of the audience. Think about the questions you might be asked. Plan your answers ahead of time.

6. 3. questions are a good thing The audience is interested. They want more information. They need clarification. They are curious to know more. They want to test your thinking, logic, and recommendations.

7. 4. Make eye contact with the questioner Maintain eye contact. Use non-verbal communication. Give the questioner your full attention.

8. 5. Always pause before answering Pause briefly after the questioner is finished asking their question. You give the person time. You show consideration and respect. You have time to think.

9. 6. understand their question or point they are making Repeat or paraphrase a question. Ensures that everyone else in the room has heard the question as well. You show consideration and respect. It gives you some extra thinking time too!

10. 7. Acknowledge the value of the question Give genuine responses. Acknowledge the question before giving your response. Practice your responses.

11. 7. Acknowledge the value of the question “That’s a question I asked myself.” “That’s a question a lot of people have asked us recently.” “I’m not surprised you’re asking that given…” “I think the point you’re making is a good one.”

12. 7. Acknowledge the value of the question “That’s a question we have discussed at length within our team.” “Many thanks for your question. You’ve reminded me to touch on …” “In most situations, you’d be right, and I would agree with you.” “That’s a really interesting point and not one I had considered.”

13. 8. keep calm Don’t get angry or defensive, no matter what the question is. Becoming visibly emotional  unprofessional. If you feel yourself getting emotional, simply ask if you can get back to them at a later time.

14. 9. Be honest Tell them what you do know. Tell them why you don’t know. Tell them someone else knows. Tell them you don’t know. “What is the current rate of inflation?” “I’m not sure of the precise rate of inflation right now, though I can look that up for you if you like. I know it has been increasing by 1.75% every year since XXXX.” “The rate of inflation changes rapidly. Let me look up the most recent data and get that figure to you straight after the presentation.” “Our CFO (chief financial officer) has just published a report looking at the current rate of inflation. I’ll email that report to you later this week.” “That’s a very valid question you raise. I don’t have that data with me, but I will send that information to you straight after this presentation.”

15. 10. Answer in sections Answer each part separately before moving onto the next. “To answer the first part of your question…” “To answer the second part of your question…”

16. 11. Confirm with the questioner After you have given your response “Does that answer your question?” “Can I provide you with any more details?” Non-verbal confirmation A confused or negative look  follow up with a verbal confirmation.

17. summary Address audience questions with: Confidence Eye contact and positive body language Time management Preparation

18. Additional resources https://www.niu.edu/presentations/questions/index.shtml (Responding to audience questions) https://lo.unisa.edu.au/pluginfile.php/2047112/mod_resource/content/1/Oral%20presentations%20dealing%20with%20questions%20Oct_2018.pdf (Oral presentations: Dealing with questions) https://virtualspeech.com/blog/guide-for-handling-questions-after-a-presentation (Answering questions after a presentation)

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