Making the Most of a Q&A Session

SO MUCH POTENTIAL — for good and bad — lurks in a typical Question & Answer period. But before I give you my thoughts, let me ask you how you handle these:

· Do you finish your presentation with a slide that says "Questions & Answers" and just go from there?

· Do you say, "Any questions?"

· Do you consider in advance what kinds of questions you're likely to get?

· How do you wrap things up when the Q&A session is over?

· What's the reason for a Q&A session in the first place?

Okay, that last question should be easy. It's to give your audience a chance to get your response on things that may be of interest or concern to them. But Q&As provide a lot more than that.
        A Q&A session breaks through the formality of a presentation. It provides a chance to make a personal connection between a presenter and his or her audience. And those can be incredibly powerful results — if you don't come across as stiff, defensive, or unprepared.
        Q&As can be deadly when they just hang-there; when the audience seems to have nothing to say. Is it because you absolutely nailed the presentation and there's not a thing they could possibly ask you? Is it because you bored them to tears and they just want you to leave? Are they afraid of speaking up, for fear of how you or others may react to their question?
        It doesn't need to be this way . . .

How best to handle a Q&A

A Q&A should be an extension of your presentation as a whole — a vibrant conversation between you and your audience. If you've gotten them excited about your ideas, the Q&A enables you to get into detail on specific items. If they're interested, but not yet certain about your case, the Q&A helps them resolve their concerns.
        You can't leave this all to chance, however.
        Preparation is critical to handling Q&As smoothly and succinctly. Think through what your audience is likely to ask and see how much of that you can build into the body of your presentation. Being preemptive in answering their likely questions or concerns strengthens your case substantially. You may still get questions you haven't anticipated, but preparing for their questions will increase your sensitivity to their point of view.
        During the Q&A, it's important to answer their specific questions. That sounds simplistic, but very often presenters launch into an answer that is not what the audience was looking for. So make sure you understand their question. It's perfectly acceptable to repeat the question back to them or paraphrase it. (And you might want to then add something like, "Is that correct?" or "Did I hear that correctly?")
        If paraphrasing still doesn't help you, go ahead and ask them for some clarification. They want to get to the heart of an answer as much as you do.
        The Q&A also provides a great opportunity for you to ask them questions. Prepare two or three questions on which you'd like to hear their answers — either to deepen your knowledge of their situation, or to help prompt their questions and interaction. You should never be stuck with that awkward pause that surrounds a "No questions?" remark.
        If you're part of a team presentation, there should be one person in charge of moderating the flow of the Q&A. It's too easy for a session to spin out of control if each person on the team feels compelled to add their view.
        Finally, be on the alert for when and how to wrap up the session. Don't let things just peter out, followed by a limp "Ah, thank you." Instead, give a high-level recap of the ideas covered in the presentation, add any insights from the Q&A if its appropriate, and then finish with the next steps you've already laid out for them.

Comedians will tell you that the best ad-libs are not left to chance. Your Q&A sessions should be the same.

Comments

[Andrew]

The Q&A also provides a great opportunity for you to ask them questions.

I particularly love this suggestion, John. I've done this subconsciously in the past, but I'm going to be more deliberate about planning for this opportunity in the future.

[John Windsor]

Thanks for your comments, Andrew. The time spent on this pays such great dividends, but it's often the last thing presenters think of. I still have to remind myself to do this.

Great to hear from you!

[Dr. Jim Anderson]

John: you forgot the most important part - if you give a presentation multiple times, then you'll start to see a pattern emerging in the Q&A questions. This will allow you to create slides to answer those questions specifically. Just imagine how amazed your audience will be with your "psychic powers"...

- Dr. Jim Anderson
www.TheAccidentalCommunicator.com
"Learn How To Calm Your Fears, Wow Your Audience, And Get Your Point Across"

[John Windsor]

Great point, Jim. One thing we encourage people to do is create a list of "FSO"s — Frequently Stated Objections (or questions or concerns). By writing these out, it forces you to think in detail about your prospect's or audiences interests and concerns. Then, you're ready to hit them with your "psychic powers".

Thanks for stopping by!

[Laura Bergells]

Never end on Q&A - it's one of the least effective closes.

Instead, say that you have one final thought to share - but before you do, you'll break for Q&A before returning to the final thought.

Q&A is often the most exciting part of the presentation. It's interactive, so get as personal as possible. Use the first name of the questioner before you respond.

[John Windsor]

Good additions, Laura. Thanks!