Question and Answer Session

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Question and Answer Session

Overview
When you give a formal presentation, set aside some time to answer questions and clarify information.  The following information will help you think about some of the important issues when asking and answering questions.

Dealing with Asking Questions (the “questioner”)
As part of an audience, you may want to clarify something that the presenter(s) said, ask further questions about the topic, or even just ask questions out of interest.  Whatever your purpose, it is important to first focus attention on what you would like to speak/ask about.

For example, if you are unclear about something that was said:
Focus: “You talked about how President Clinton has helped the American economy.”
Clarification: “Could you say a bit more about that?”
Focus: “You said that you thought that Clinton is a man of high moral standard.”
Clarification: “Could you clarify your position on that?”

Be sure that the presenter understands your question, and if the question is misinterpreted, it is up to you to clarify what you meant by your question.  The one being questioned also has the responsibility to clarify any questions which he/she does not understand.

Dealing with Questions (being “questioned”)
When someone in the audience asks a question, take a moment to think about what they are really asking and comment on it before actually answering the question.  Such comments give the presenter time to think.

There are different types of questions you may be asked which may be categorized into the following:

q  Good questions – Thank people for asking them (though avoid a constant “thank you for your question”).  They help you to get your message across to the audience better.  Use this as an opportunity to persuade!

q  Difficult questions – Sometimes you cannot answer a question or you prefer not to answer a question.  If you do not know the answer, say so.  However, offer to find out or even ask the questioner or other audience member what they think.  Do not hesitate to throw the question back to the audience in order to help you answer the question.

q  Unnecessary questions – Maybe you have already provided the audience with information that is being asked for again.  Point this out politely, answer briefly, and then move on.

q  Irrelevant questions – Politely suggest that this question does not necessary apply to your topic.  Try not to sound rude, but move on.
  
Task One
Look at the following responses to questions.  Now, fill in the chart according to whether they are responses to good questions (G), difficult questions (DIF), unnecessary questions (UNN) and irrelevant questions (IRR).

1.     I’m afraid I don’t see the connection.
2.     I don’t know off the top of my head.
3.     I think I answered that earlier.
4.     Interesting.  What do you think?
5.     I’m afraid I’m in no position to comment on that.
6.     To be honest, I think that raises a different issue.
7.     Sorry, I don’t follow you.
8.     Can I get back to you on that?
9.     Good point.
10.  Well, as I said…
11.  I wish I knew.
12.  Well, as I mentioned earlier.
13.  That’s a very good question.
14.  I’m glad you raised that point.

These are phrases that you may need during your own Q&A session.  Remember, when people ask you questions, listen carefully.  Avoid the temptation to interrupt.  Take a moment to think about and then comment on each question before you actually answer it.

Task Two
1.     Prepare a short talk about a topic of your choice.  Don’t choose anything too technical unless you think your group knows the subject well.
2.     Tell the people in your group what you are going to talk about.  Let them see the notes you have made while preparing.
3.     The members of this group should now prepare different types of questions to ask you.  Some people should prepare irrelevant questions, others the most difficult questions they can think about, and others a set of interesting or controversial questions related to your subject.
4.     Give your talk.  The others will interrupt you to ask their questions.  Deal with the questions politely…even the irrelevant ones!

Some Key Points to Remember

q  Try to see the question and answer session at the end of your presentation as an opportunity to relax and share more of your ideas with your audience.

q  The exchange of questions and answers at the end of your presentation is something you need to prepare for.  Simple questions can be easily answered, but the answers to more difficult questions are often negotiated between the presenter and the questioner.

q  One thing all presenters worry about is hostile questions on difficult subjects.  This is particularly so when you are presenting in a meeting.  In such a situation it is best to be diplomatic but firm.  You can disagree strongly, but try to avoid saying “NO”.  Keeping your answers short and simple is effective, and don’t be afraid to be vague if you need to.



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