The last PowerPoint slide has been displayed, the last line of your notes is finished, and the presentation is finally over, or is it? Not by a long shot! You have a great opportunity to keep the music playing and continue to make your case during that infamous time at the end of every presentation known as Q and A. At lot of presenters just go through the motions during the Q and A. Of course, they may be tired at this point, as the adrenalin begins to ebb. But also, they may feel a little bit out of control and vulnerable because they are off the script and people may ask questions that are hard to answer. But remember, you are still out front and people are still watching your body language and listening to your tone of voice. If you can convince them that you sincerely believe in your message, even when you are off the script, you will seal the deal for a lot of people. Plus, it is a great opportunity to go over all of your main points one more time, as you respond to each question. Have you ever watched a politician take questions during a press conference? No matter what the question is about, he or she will always find a way to return to their core message. You can do the same thing. Here is how to make Q and A work for you.
First of all, let your audience know at the very beginning of your presentation that there will be time for questions at the end. Now you are committed to take questions and they will be less likely to interrupt or distract you during your formal remarks.
When your program is completed, pause for 10 or 15 seconds to let the full impact of your message sink in, then hold your hand high in the air, flash a big smile and say, “Now, who has the first question?” There is a big difference between this approach and, “Are there any questions?” The latter can come across almost as a dare, while the former is an enthusiastic invitation to keep the conversation going.
When you receive a question, clarify or restate it to the questioner if you aren’t sure what is being asked, and then repeat it so the whole group can hear.
“Let me make sure I understand what you are asking. You want to more about who conducted the actual testing for this product. Is that right”
After repeating and clarifying, provide a brief, clear answer. Don’t make another speech. Get to the main point, and if it really requires a more detailed response to satisfy the questioner, offer to meet with him after the session. Deliver your answer to the entire group, continuing to make eye contact with a variety of people as you speak. Don’t turn the question into a dialogue between you and one other person. The whole audience will benefit from your answer.
But what about questions you can’t answer, or what about the dreaded objection? Questions you can’t answer are easy– just say you don’t really know the answer! You may be an expert, but that does not require you to be omniscient. Besides, people will catch you if you try to fake your way through an answer. Along with admitting that you don’t really know the answer, you could try tossing it out to the audience to see if anyone else might know (and bail you out!).
“I’m afraid I don’t really know the details regarding who conducted the testing. Group, is there anyone here who can help us with that answer?”
But if not, simply say you don’t know, keep smiling, and offer to find the answer and get back to the questioner. Just make sure you keep your promise.
The dreaded objection, often delivered by a skeptic in the audience, doesn’t have to be a dreadful experience. Use the opportunity to restate your point of view, thank the questioner for sharing his ideas, and offer to meet with him after the meeting concludes in a more relaxed setting so you can discuss your positions more thoughtfully.
“Yes, I am familiar with that position, even though I am not convinced it really adequately addresses all the concerns I have covered today, especially A, B, and C. If you would like, I would be happy to meet with you after the meeting and go over this in more detail.”
Then ask who has the next question.
During the Q and A, if you stay relaxed and positive, employ body language and tone of voice techniques that project confidence and professionalism, and stay on message by reemphasizing your key points, you will earn an extra 15 minutes of free talk time, and enhance the value of your message in the minds of many people in your audience. Far from being a nuisance, an effective Q and A is like money in the bank.
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February Presentation Quick Tip of the Month – Finish Early
Let’s be honest; some presenters are too much in love with their material, or with the sound of their own voice. For that reason, they are very comfortable going on and on until they have run out of things to say. Unfortunately, by that time they will also have run out of interested audience members. Mark Twain once supposedly wrote, “I apologize for the length of this letter. I did not have time to make it shorter.” What a great policy. Invest enough time in your preparation to pare down the content of your presentation so that it delivers the most important points with as little confusion and delay as possible. What is the main thing that you want your audience to remember when you are done? Focus on that and leave most of the travelogue out of the mix. Your audience will love you for finishing early, and if they want more information, they can always stop and ask you on the way out.
