How to Handle Questions and Answers
(Q&A Made Simple)

Depending on your skills and attitude, questions can unnerve and sidetrack you or allow you to clarify and strengthen your presentation.

Planning makes the difference.

1. Set the Rules at the Beginning
   Let the audience know when and how you will handle questions. Unless you are giving a formal speech to a large audience, be prepared to take questions throughout your talk, not just at the end. You may, however, want to save Q&A for specific times during your presentation.
   
   
2. Field Questions Fairly
   
   • Listen to the entire question.
     Understand what is being asked. You may want to rephrase the question and ask, “Did I understand you correctly?”
   • Repeat the question only if necessary. If someone asks a question in a large audience without using a microphone or if your presentation is being taped, you will need to repeat the question. 
   • Correct factual errors or misunderstandings immediately.
   • Don’t embarrass the questioner.
   • Defuse loaded questions. 
   • Give all audience members a chance to ask questions.
     
     
3. Answer Questions Tactfully
   
   • Talk to the audience, not just the questioner. (Begin by addressing the questioner, then turn to others in the audience. When you finish, look to some other part of the room and ask, “Who else has a question?”)
   • Be respectful of the questioner: avoid sarcasm, criticism, or arrogance.
   • Keep your sense of humor.
   • Answer the question as directly as possible without being abrupt.
   • Use your answers to reinforce your main points. Avoid making a presentation about a whole new subject.
   • Don’t be afraid to say, “I don’t know.” Ask for the person’s business card and promise to get back to him or her with the answer.
   • Postpone questions that require lengthy answers. Give a brief answer, admit that there’s more to be said, and offer to discuss it more fully later.
   • Turn certain questions back on your audience, asking for their input.
   • Retain control of the situation, deciding when to move on.
     
     
4. Have Your Own Questions Ready
   Some audiences will be slow to ask questions. To get them warmed up, you may want to begin with a question or two of your own. “I’m often asked...” 
   
   
5. End the Q&A with a Summary
   After you’ve answered the last question, wrap-up your presentation with a one or two sentence summary. Don’t simply say, “Thank you,” and sit down.
   
   

See also "Effective Handouts."

Chris Witt, a coach based in San Diego, works with executives and with technical experts who want to give more effective presentations.  If you're interested in learning more about how you could benefit from his coaching, contact him for a complimentary call.