Your Question and Answer Session – Turn Negatives into Positives

Many people fear having a Q & A session in their presentations. They fear that they will lose control of the audience, that people will take advantage of them, that they will be exposed as less than the expert. And it is a fear based in reality, because without preparation and some ideas on how to handle this session, it can, quickly, become a disaster.
A Question and Answer session, however, if handled adroitly, can become a very powerful tool. It provides a wonderful opportunity to really connect with your audience through interaction. It provides a chance to be absolutely authentic and therefore so much more believable. And it provides an opportunity to build on the credibility and professionalism already established in your presentation.
This is the first of two posts about creating a successful Q&A, and in the first one, we look at turning negatives into positives.
Disaster recovery
Not knowing the answer to a question may seem like a disaster, but it is, in fact, a great opportunity. Admitting to not knowing the answer is a chance to build authenticity. There is nothing authentic or credible about someone trying to side-step a question with blustering.
Before you lose your credibility as an expert, though, have a plan for response to these questions.
If it’s possible, know the experts in the room. Throw the question to one of them, and you are providing a resource just as much as if you had given an answer.
You can also refer the question back to the audience in general. Again you are building engagement here by interacting with them.
Avoid saying “No comment.” You appear either to be completely ignorant and helpless on the subject, or worse still, trying to hide something. It is a matter of showing respect for the person asking the question and for the question itself, no matter how awful the question or the motives of the questioner.
If the question is worded so that it gives you no alternative but to put yourself in a negative light, find a way to give a positive statement if not to the question, then to the general situation.
If someone seems to want to dominate your presentation, or maybe has negative motives, you can answer once and then ask for questions from other parts of the room and not make eye contact with that person. You can ask the audience if they want the question answered and if they don’t, offer or organise to continue the discussion at the end of the presentation. If you suspect this will be a possibility before you begin your presentation, maybe you could organise to have someone to distract the negative people from undermining your presentation. Something that I have not tried but that I have heard done for a persistent heckler, is to walk among the audience and present from beside or behind the person and they are silenced.
Set boundaries
This is one way to make sure you feel you are in control of the session. Make it clear from the beginning of the presentation, how you are going to deal with questions. You may choose to take questions throughout the presentation or at particular times. You can announce this, so that you are interacting throughout and people know not to save their questions until the end. If someone asks something related to material further into the speech, you can promise to answer the question at the relevant time.
If at all possible do not end the presentation with Q & A. You want to be able to finish with something you have prepared – something you know will accomplish your objectives for the speech, something that will get your audience to take the next step. You cannot guarantee this outcome for yourself or your audience if you finish with a Q&A. Again, announce that the session will not be the end of the presentation or you may have people starting to pack up during your Q&A and lose the opportunity to leave them with a strong close.
Set boundaries, make them clear and stick to them. So you could allow a set time for the Q&A session. Announce it and finish within the time limit. You can always promise to answer more questions after the presentation. Or you might decide to have, say, five questions, and take no more. Again promise to answer any other questions after the presentation … and follow through on the promise.
Integrity and authenticity are a powerful platform on which to base how you deal with Q&A sessions – or any speaking opportunity for that matter! Combine them with thorough preparation and you no longer need to fear Questions and Answers.