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PGi Publishes 7 Quick Guides to Overcome Q&A Jitters

Premiere Global (PGi)
2010-10-11 14:04 4131

HONG KONG, Oct. 12 /PRNewswire-Asia/ -- The following is a quick guide, written by Joanne Rigby, Marketing Director, Asia Pacific, PGi, on how Q&A jitters can be overcome in meetings:

The Art of Great Meetings Part 3: Quick Guide to Overcoming Q&A Jitters

Do you remember the last time you delivered a great meeting presentation, with no hitches and glitches, only to fumble during the question and answer (Q&A) session? Yes, we've all been there before. There is nothing to be embarrassed about. After all, it is a presenter's greatest fear -- fear of not knowing the answer or fear of losing control of the situation.

However, with good strategies and endless practice, anyone, including you, can stay confident and in control.

Here's how:

1. Preparation is key

Always be prepared even if you're not sure if there will be a formal Q&A session, because you never know when "impromptu" questions might arise. So what do you need to do?

  • Start by anticipating and making a list of questions that are likely to be prompted by your presentation. Once you've done this, prepare a response for each and make it as part of your rehearsal.

2. Restate each question clearly

You've completed your presentation, it went well and now you open the floor to a Q&A session. What should you do when the questions start coming?

  • To avoid giving the wrong answer or facts, make sure you listen closely and stop yourself from interrupting.
  • Also, remember to pause before answering and keep your focus on the questioner. This is a great trick to ensure that everyone present (including you), has heard the question properly, and it gives you time to formulate your thoughts.

3. What if there is a domineering questioner in the room?

If someone starts to dominate the Q&A session, you might want to:

  • Respond to the first question or comment politely.
  • Use a tactic such as "we've heard from this side of the room" and then, walk over to the side of the room from which you have not had a question.
  • Keep the session moving and try to answer a question from a different person each time, to avoid any one person monopolising the period and to let the audience know what others are thinking.

4. Handling hostile questions

Hostile questions pose a special challenge, and they can come in a variety of forms. How do you stay in control?

  • If an aggressive or hostile question is asked, always remember to remain calm.
  • Take a moment to think through your response, stick to the facts and answer the question carefully.
  • It is acceptable to disagree but don't put the questioner on the defensive and certainly don't criticize.

5. Awkward silence

What if there are no questions from the floor? Here are some useful tricks:

  • Ask the audience what they think about your presentation. Do they agree with you? Do they have other opinions? This brings us back to our very first point -- go to the meeting prepared, just in case. Also, use this as an opportunity to inject a little humour and break the ice with your audience.
  • Plant a colleague or a friend in the audience. Make sure you choose people who are trustworthy and will ask the question as briefed.
  • Some people may prefer to ask questions face-to-face, rather than in the presence of an entire room. Allow that possibility by offering to take questions in private at the end of your presentation.

6. Go easy on the praise

We often find ourselves say "that's a great question". You might want to play it safe here, because:

  • If the next person who asks a question doesn't get the same response, it sounds as though you are passing a judgment that you found that question less than great.

7. Don't be a know-it-all

You can craft a great presentation and deliver it brilliantly. But if you fumble and lie when responding to questions, you can damage your credibility and sink your presentation in a flash. Here are some useful tips:

  • If you don't know the answer, don't guess. It always pays to be honest and not try to wing it or simply ignore it.
  • Remember, you don't know everything and not expected to. Try not to be defensive (such as crossing your arms) or be embarrassed and make rash promises.
  • Offer to find out the answer. This will demonstrate your willingness to assume responsibility.
  • Turn the tables. Ask if anyone in the audience has had experience in this area and is able to assist.

Remember, you don't have to feel vulnerable and nervous when the time for Q&A arises. With careful thought and preparation, your Q&A session can be less frightful for yourself and more fun, interesting, entertaining for your audience.

Notes to Editors:

Joanne Rigby is the Asia Pacific Marketing Director at PGi. She is responsible for driving PGi's marketing strategies across its full communications offering throughout the Asia Pacific region.

"Quick guide to overcoming Q&A jitters" is the last part of PGi's The Art of Great Meetings byline series.

For further information, please contact:

Jasmine Lim
PGi
Tel: +65-6419-5961
Email: jasmine.lim@pgi.com

Source: Premiere Global (PGi)
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