How To Handle Questions - Business English Presentations

Summary

In this Business English presentation lesson, Derek offers practical tips for handling questions during presentations. He advises preparing by categorizing potential questions, repeating questions to clarify and buy time, responding positively to good questions, tactfully addressing unnecessary or unrelated questions, and honestly admitting when you don't know the answer to a difficult question. Derek also emphasizes the importance of checking if the audience is satisfied with your responses to ensure a professional presentation.

Takeaways

• 🗓️ Always be prepared for questions by knowing your topic well.
• 📢 Announce when questions can be asked during your presentation.
• 🤔 Categorize potential questions into those you expect, those that are difficult, and those you'd rather not be asked.
• 🔁 Repeating questions helps you understand them better and gives you time to think about your answer.
• 👂 Repeating questions also ensures the audience hears them, especially if they missed it the first time.
• 🙏 Appreciate good questions as they can enhance your presentation.
• 🔄 If a question has already been answered, gently remind the audience without making the questioner feel uncomfortable.
• 🚫 For off-topic questions, politely steer the conversation back to the presentation's subject.
• 🙅‍♂️ Be honest if you don't know the answer to a question, and offer to find out later.
• 📝 Check with the questioner to ensure they are satisfied with your response.

Q & A

What is the importance of knowing when questions will be asked during a presentation?

Knowing when questions will be asked helps the presenter to manage time effectively and decide whether to accept interruptions or not, ensuring a smooth presentation flow.

How can a presenter prepare for questions during a presentation?

A presenter can prepare by anticipating questions, categorizing them into those expected and easily answerable, those expected but difficult, and those unwelcome or challenging. Strategies should be developed for the latter two categories.

Why is it beneficial to repeat a question after it has been asked?

Repeating a question helps the presenter to ensure they understand it correctly, shows the audience that they were attentive, allows others who may not have heard the question to understand it, and provides additional time to formulate a response.

What should a presenter do when they receive a good question during a presentation?

A presenter should acknowledge the question as good, possibly thank the questioner for their input, and use it as an opportunity to provide more details or cover points they may have forgotten.

How should a presenter handle an unnecessary question that has already been answered?

Instead of directly stating the question has been answered, the presenter can gently remind the audience by referring back to the part of the presentation where it was discussed, ensuring not to make the questioner feel uncomfortable.

What is the appropriate response when a presenter receives a question unrelated to the presentation topic?

The presenter can express that they don't see the connection or follow the question, suggesting that it raises a different issue, and possibly offering to discuss it after the presentation.

What should a presenter do when faced with a difficult question they don't know the answer to?

It's best for the presenter to be honest about not knowing the answer, but assure the questioner that they will find out and get back to them, or delegate the question to a colleague if they are present and more knowledgeable.

How can a presenter check if the audience is satisfied with their answer to a question?

The presenter can ask if the answer was satisfactory by using phrases like 'Does that answer your question?' or 'I hope that answers your question,' which also gives the questioner an opportunity to request further elaboration if needed.

Why is it important for a presenter to be well-prepared and knowledgeable about their topic?

Being well-prepared and knowledgeable allows a presenter to handle audience questions confidently, enhancing their credibility and ensuring a successful presentation.

What are some strategies a presenter can use to deal with questions they find difficult to answer?

Strategies include preparing responses for anticipated difficult questions, being honest about not knowing the answer but promising to find out, or delegating the question to a more knowledgeable colleague.