8 Keys to an Effective Q&A (Questions and Answers) Session

 

Key 1: Set expectations as to how many questions you will take or how long you will entertain questions. For example, I usually say, “We’ll take 4 or 5 questions and then I’ll wrap up the message.” Or I might say, “We have 5 minutes for questions and then we’ll put a bow on the message for today.”

 

Along with setting expectations, you should also let your audience know that this is not the end. This is why I add “and then we’ll wrap up the message.” Otherwise, because audiences are used to most speakers ending with the Q and A, they might think you are at the end, which could prompt them to start packing up their papers and shuffling around in anticipation of leaving. You can solve this by setting the right expectations at the beginning of the Q and A.

 

Key 2: Do not ask, “Do you have any questions?” or “Are there any questions?” People might not respond. Instead, ask, “What questions do you have?” This is no longer about whether or not they have a question; it is about what questions they have and how many. Questions will flow out if you prompt in an open-ended way rather than using the yes or no question.

 

Key 3: Rephrase the questions. This accomplishes the following three things:

 

1.                  It affirms the person who asked the question and makes him or her feel understood.

2.                  It helps the other audience members understand what was asked because many times the questioners do not have a microphone and the audience can't hear them 

3.                  It gives you time to formulate your response.

 

Key 4: Frame your responses. For example, if it is going to be a 3-part response, let them know. You might say, “There are 3 critical strategies you can use. First, second…and finally…” This way, even if you do speak a little longer than you want, it will not feel like you are rambling. It will still be a structured response.

 

Key 5: Make sure your answers are brief. Anticipate what they will ask and prepare for those answers in advance. The longer you take to answer, the quicker they will stop believing you.

 

Key 6: Try to call on questioners from all 4 major sections of your audience. Call on someone in the front, the back, to the left, and to the right. Make them all feel involved. Also, don't just call on the "friendly faces."  

 

Key 7: Acknowledge the importance or validity of the question. I know some speakers say, “Don’t tell people they asked a good question because then everyone else you didn’t say that to will get offended.” Let them be offended. If somebody gets offended because you praised someone else, that’s their personal problem not yours. Occasionally saying, “Great question” does much more good than harm. However, only say it if you mean it.

 

Key 8: Occasionally ask, “Does that make sense?” Do not overdo it, but do use it especially if you are not sure you addressed the person’s question adequately or you read uncertainty on the person’s face (or hear it in the person’s voice). It does not hurt to check.

 

Final Thoughts

If you incorporate these 8 keys into your question and answer period, you will keep deepening your connection with each response without destroying the flow of your speech.

 

 

Comments

[Australia's Public Speaking Coach]

Hi Craig,

Great points - as always.

I particularly like the one about choosing questions from all corners of the room. I hate it when speakers just focus on those at the front.

Cheers

Darren
http://www.executivespeaking.com.au

[Kelly Chick]

Craig, Your detail and down-to-earth, straight-shot, nail-it-on-the nose, retainable suggestions are exceptional in content AND delivery ~ both when written and spoken. Thank you so much for sharing the obvious and not-so-obvious things to think about, which, if left unsaid would surely get more easily missed. Not only do I benefit, but I am sure whoever is in the audience to whom I am delivering my speech does as well.

Kelly Chick
Ketchikan, Alaska

[Daron Powers]

Nice job Craig.

As a speaking coach myself you give effective reminders.

You're an asset to the community.

When it comes to Q & A… I usually ask…

"Who has the first question?"

All the Best!

Daron Powers

[Barbara Martin]

Hi Craig! Thank you for sharing this terrific resource. You have such a knack for explaining how/why the steps you describe work together to improve a presentation. I learn something important from each post and I learn something new each time I re-read the older posts. Thanks again!

[Dorothea Stuart]

Hi Craig
I went to a presentation this week where there were very few questions. This may have been, partly, because the structure of the presentation was a bit confusing. However, if the speaker had used your Key 2 - what questions do you have? - I am sure there would have been plenty! Thanks for this wording. I'll use it myself and pass it on. Dorothea