Q&A Considerations in Non-Academic Environments
The key to a successful Q&A session is effective communication with the audience.
Learning Objectives
List tactics for handling a Q&A session in a non-academic context
Key Takeaways
Key Points
- Prepare for the Q&A session by anticipating likely questions and drafting answers to those questions.
- When leading a Q&A session, repeat each question loudly and clearly
to make sure everyone in the audience hears the discussion.
- If someone asks a question based on information that is unfamiliar, do
not be afraid to ask for more details about the context of the question.
Key Terms
- layman: A person who is untrained or lacks knowledge of a subject.
- neophyte: A novice or recent convert.
Q&A Considerations in Non-Academic Environments
Question
and answer sessions are unpredictable and, for many speakers,
intimidating. The Q&A leaves the prepared script behind and enters
uncharted territory, demanding quick thinking and flexibility. After all
of the careful planning that goes into preparing a speech, the loss of
control in the Q&A session can be frustrating. However, it is
possible to prepare for a variety of Q&A scenarios.
Preparing for the Q&A
A
speaker cannot predict every question, but he or she can identify
likely questions and prepare responses in advance. As part of the
speechwriting process, make a list of potential questions and answers.
The following are a few tips for anticipating questions and drafting
answers:
- Fortify Key Terms
and Concepts: Identify any terms, concepts or acronyms in the speech
that might cause confusion or disagreement in the audience. Always
define key terms and concepts in the speech, unless the audience is a
homogeneous group of specialists. However, even specialists may disagree
on basic definitions; if there is any controversy surrounding a
foundational term or concept, be prepared to take sides or explain why
the controversy does not affect your issue.
- Prepare for Basic Questions: When speaking to an audience with mixed
levels of expertise, be prepared for questions about basic principles
and concepts. The assumptions and truths that speakers take for granted
may not be obvious to beginners. Sometimes, basic questions are actually
the hardest questions to answer. Most people are so used to the status
quo that explaining why they think the way they do can be difficult.
- Cater to Mixed Audiences: If a specialist asks a complex question in a
mixed audience, do not leave the neophytes in the dust. Begin by
explaining the question in layman's terms. Then give an answer on the
specialist's level, followed by a "translation" that extracts something
meaningful for less-knowledgeable audience members.
- Investigate Related Issues: Basic research about issues related to the
topic may help speakers prepare for unexpected questions. Here are some
questions that pinpoint logical expansions of an issue: How does the
issue work in other places? How did the issue work in the past? How
might it work in the future? Has the definition or common conception of
the issue changed over time? How do other issues affect the issue? Is
the issue connected to any controversies? Are any of the speech's
positions unconventional or controversial?
- Prepare for Time Constraints: Are there any points that the speech
passes over quickly due to time constraints? Be prepared to expand on
those points, because they are likely targets for audience questions.
Leading a Successful Q&A
To
help the Q&A session run smoothly, communicate effectively with the
audience. The following techniques will help the audience stay with
you:
Two men sit in an audience and one man has his hands raised to ask a question.
Audience: You want the audience to be engaged during your speech. Encourage them to ask questions at the end.
- Announce the Q&A session early on to give the audience time to
prepare questions. Say something like, "I look forward to answering your
questions after I explain my main points".
- Repeat each question loudly and clearly before answering. If the
audience cannot hear the question, they will not understand the answer.
- To take a moment to think about a question, stall with a phrase like,
"That's an interesting question. " Be careful with this tactic,
though - if the speaker praises one question too much, the other audience
members may feel insulted if he or she does not give their questions
equal praise.
- If someone
asks a yes-or-no question, keep the answer simple. Otherwise, try to say
something beyond a curt one-word answer. Do not give the impression of
dismissing audience members or discouraging questions.
- There is no such thing as a bad question. This may not actually be
true, but public speakers should pretend it is! Do not embarrass anyone
asking a question; it could create a negative atmosphere in which others
are too uncomfortable to ask questions.
The Unfamiliar Question
Many
speakers get flustered when an unfamiliar question comes up. Public
speakers should prepare so they do not panic if someone asks this type
of question. It is impossible to read every paper or know every name
that may come up. Speakers who accept that fact can make unfamiliar
questions work in their favor by demonstrating humility and interest in
learning new things; do not forget that speakers are allowed to ask
questions too! Furthermore, in the case of unfamiliar material, the
questioner may be relying on false information or unfounded assumptions,
and it would be a mistake to accept the information without
understanding the context.
Controversial or Unconventional Questions
If
someone asks a question that relies on inappropriate ideas or
assumptions, the speaker should find a polite way to distance him- or
herself from that perspective before answering the question. Otherwise,
the audience may assume the speaker shares the questioner's offensive
opinion.