Presentation Tips

In most of the cases, presentation is followed by Q&A session and presenters are sure responsible for handling the session.There are always possibilities for unexpected questions regardless of presenters’ experiences; stretches presenter’s nerves.

Q&A that stretches presenter’s nerves

 
Some people may not think of ‘Q&A’ as an important part of presentation, but when it comes to ‘bidding or proposal presentations’ it can work as an important factor that concludes the outcome.
How presenters answer each questions given at the site can determine the outcome especially when the competing presentations were very similar.
 
When you are just about the be released from the presentation, someone with the decision rights may ask a question;
 

“Are you positive that you can actually carry out your plans as you have just presented?”

 
It sound like a very simple and easy question, but your answers can give negative influence to your presentation. So, it’s always good to prepare for Q&As.
 

■ 5 Steps for successful Q&A

 
[Step 1] Prepare expected questions list

– List up expected questions with the project team.
– Expect questions on something that’s not in your presentation.
– Be prepared for questions from those who disagree.
– Double check if the answers for expected questions are accurate and verified.

 
[Step 2] Listen to Audiences’ questions and inspect yourself

– Who is the person giving out the questions?
– Why is the person giving out the question asking the question?
– Is the questions related to the ‘topic’?
– Shall I answer the question right away or later?

 
[Step 3] Check how much or well I understand the questions

– Check how much I understand about the questions.
– Double check the questions with the person who asked the question.
– Look out for question contents and emotions.

 
[Step 4] Provide answers to questions.

– When you start answering the questions, remember to contact eyes.
– Contact eyes with the entire audiences from the beginning of your answers.

 
[Step 5] Check for responses.

– 10 sec. is enough for an answer; should not exceed 30 sec. even for complicated answers.
– Ask the person, who asked the question, if your answer was good enough.

 

■ How to react to Questions that faze presenters

 
① When pointing out mistakes in the Presentation contents
 
It’s possible that various mistakes, such as problems in the presentation material itself, mistakes on the presentation slides and etc., are pointed out. If so, you must answer admitting your mistakes rather than being fazed and making excuse.
 
“I did my best to check, but must have missed out on that. I will fix that right away. Thank you for pointing that out.”
 
② When many questions are brought out at once
 
There are people who ask lots of questions during presentation; throwing out various questions at once. Make sure to be prepared for that and stay calm.
Jot down these questions and rephrase each question before you answer them.
 
“You have asked many questions, and I will answer your questions one by one. ( ) what this your question?.”
 
③When you face difficult questions or questions about something that you don’t know
 
The presenter knows the most and best about the contents covered during the presentation. However, there are always possibilities that someone with higher level of knowledge in the industry can throw a difficult question. When you face this situation, it’s best to be honest.
 
” I don’t have a clear answer to your question. Would it be okay if i answer you after doing some research after the session? Please provide me a contact information and i will send you the answer later.
 
④ When someone is against your opinion without any reasons
 
There are people who have decided to ‘kill the presenter’ during the ‘Q&A’ session, with no reason.
If the presenter provide answers to the question, they keep insisting ‘it’s not right’, ‘you are wrong’. This will ruin the mood of the presentation site all the sudden.
When you face this situation, question back the person.
 
“You said I am wrong. Can you tell me why you think so?”
You need to try solving the argument by ‘re-asking the question to the audience’ about the answer from the questioner.
 

■ Expected Questions and Answers, check in advance

 
Listing up expected questions are easy, but preparing answers for these questions in advance is not easy.
It’s because there is one questioner but people who want the answers are the entire audience.
 
In order to satisfy the entire audiences with short answers of 10~30 sec., it’s very important that you check and inspect when you prepare for the ‘answers to expected questions’ in advance.
 

<Check point for ‘answers’ to expected questions.>

– Is the answer good enough to satisfy the intention of questioners?

– Aren’t the answers stubborn in any way or isn’t there any logical contradictions?

– Is it related to the presentation topic?

– Does the answer have clear message and basis?

– Is it easy for the audiences to understand?

– At last, you don’t have to answer all questions given. (You may politely reject to answer the question if it’s off of the topic.)