Most speaking situations involve two pertinent parts: One, the formal presentation, and two, the question-and-answer session. In Everyday Speaking for all Occasions, a heroic book I read recently, on the art of Public Speaking, Susan and Elaine Partnow contend: As a speaker, when you get the chance to make a presentation, the audience will appreciate in case you also give them the opportunity to ask questions. Somehow, serious speakers consider such sessions as opportunities for participation and interaction with the audience. In such instances, the speaker can also gauge the calibre and quality of questions, hence compile content of feedback for consumption of the host.
Seasoned speakers know, this is a very important part of the presentation. When they can ask questions, it depicts that they were listening, interested and involved. In a heroic book titled The Confidence Booster, Martin Perry assures speakers that such sessions are not difficult to handle. The problem only arises when the speaker assumes the role of an expert — the person who has answers to all questions in this wide old world. In a nutshell, there are three cornerstones of a successful question-and-answer session: One, respond to questions, and satiate their needs. Two, hold the interest of the larger audience uppermost in your mind. And three, keep the session safe and comfortable.
Expert authority
Somehow, the best way to begin a speech is to let the audience know your background and expertise. They should know why you are making the presentation. Let them know the areas you evince expert authority. This will make them trust you with their questions at the tail-end. Over and above, let the audience know, as the speaker, you may not have all the answers, but they are free to interject quality questions. Put it plain, in case they ask questions of which you cannot respond to there and then, there will be a way you will research and provide appropriate responses.
In case the question is overly long or confusing, try to re-state it simply. Or ask for confirmation. Address only the aspects you find relevant. Rather than trying to answer every part of a multiple question. Do not feel compelled to answer every nuance when someone pose shedloads of questions. Focus on the main point, especially in strict adherence to the topic of the day. Too true, the one who has asked the question deserves a response, but you are in control of the subject matter. In case someone challenges you in a hostile way, remember to remain gracious and assertive. Keep your voice firm and pleasant. Take pride in remaining calm and composed.
In another heroic book titled Stand Deliver, Dale Carnegie Training Dream Team posit: Question-and-answer session, is both a challenge and an opportunity for the speaker. It is during such special segment that you can hammer poignant points. It is the chance to uncover and fill gaps in your presentation. You can emphasise some ideas. As well as clear up misunderstandings. The session can bring any resistance out into the open. Albeit, some people can ask digressive questions. Whether they intend or not, some listeners put traps with questions that can get the speaker into deep water. The downside of this part is that some questions can be difficult to answer. This can happen if the presenter is ill-prepared. It is not good when a single questioner tries to dominate the segment.
Set time limit
Every question-and-answer session should begin with the speaker taking charge to set time limit. Sometimes, you may want to make this specific, especially if your speech has run a bit long. You can specify it as 5 or 10 minutes. Clearly communicating how much time you intend to allocate to the question-and-answer session, will keep the questions short and to the point. This will also guide you to give answers that are spot on.
During question-and-answer session, there is an evaluation of your ability to interact one-on-one with the audience. Since you cannot always predict possible questions. You should prepare properly for it. For it can make or break you. A good place to start is by propping up your listening skills. Whether you know it or not, listening is a special skill just like speaking. Actually, you cannot answer questions correctly when you are a poor listener. When you call for a question, prepare the way by pausing.
As you receive questions from the audience, do not interrupt them. This can cause chaos. Just hold your horses. Listen to the whole content of the question. It will help you give cogent responses. Maintain appropriate eye contact with the one asking the question. When somebody speaks up, give your full attention to the question. You can also jot down the question when need be. When you are cock-sure that the question has ended, please pause for thought. Do not be in a hurry to begin talking. Do not be tempted to swing swiftly to give responses. It is judicious to take your time. Be courteous as you respond.
When you start responding to the question, break eye contact with the one who has asked it. Now address the audience as a whole. Never forget, in such instances, you are still in a public speaking situation. All the listeners should listen to your answer. The response should not just focus on the one who asked the question. It is imperative that you address the audience. Avoid the temptation of edging closer to, or speaking directly to the person who raised the question. For this, will make the rest of the audience feel left out.
Appreciation
Each time you answer a question, whether it is good or bad, always finish your answer by asking whether your response was sufficient. This acknowledges and thanks the one who asked the question. It lets the rest of the audience feel comfortable to ask questions. Never compel people to ask questions quickly. Do not make them feel like you are harassing them or as if they are wasting your time. For why the haste? They have listened to you for an extended period. Now, it is also your time to listen to them. Do not evaluate questions. Avoid saying things like: “That is a good question.” For if the next person does not receive the same compliment, it may be interpreted as a condescending attitude towards the question or the person. If you want to approve them, just say: “Thank you for the question.” Over and above, make people feel equally appreciated.
As you begin to make your responses, try to keep your answers straight to the point. Do not be an orbiter. Or a windbag. Do not give another presentation. The audience may feel bored or even feel resentful in case you spend eternity responding to question. In addition, it is possible that the only person interested in the answer is the one who asked it in the first place. So, be wise, not otherwise. In case you are using Power-Point Presentation, avoid turning off the projector or the computer because you will just have to turn it on again and wait while it boots up. Leaving a (be) dazzling white screen or blank black slide is definitely not a good idea. At best, it is uninteresting, and at worst, it is a glaring distraction.
Some experienced speakers save the conclusion of their presentations until they are fully done and dusted. This enables them to control exactly when their time in front of the audience will end. To make this happen, you might just say, “Before I make some concluding remarks, who has a question to ask?” Then, after you have spent ample time in that segment, focus on your conclusion. In this way, you can end on a positive, proactive note, instead of trailing off with “So, if there are no other questions, I guess that is it.” At the tail-end, thank the audience for their rapt attention. Capture the closing point in one sentence. Simply shut off your microphone. Step away from the podium.
By Victor Ochieng’
The writer rolls out talks and training services. He offers consultancy services, and trains people on Public Speaking.
vochieng.90@gmail.com.0704420232
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