by Jill Hoel | Aug 8, 2012 | Communication Skills, Presentation Skills
I’ve seen wonderful speeches spoiled by speakers who end with “Thank you. Now, are there any questions?” A question-and-answer period can be an interesting part of a presentation (sometimes more so than the presentation itself), but if not done correctly, can kill the impact of an inspiring or thought-provoking message.
When speeches finish with Q & A, they tend to end with a whimper instead of a bang. It’s very easy for the questioning to drag on, to get off track, or turn unfriendly. I suggest inserting a short Q & A period immediately before the conclusion. “Before I close, I’d be happy to answer a few questions.” After the questions, you can then take control once again and draw the presentation to a close with your final motivational words.
Here are a few other tricks you can employ when taking questions from an audience –
Q & A Tips
- Physically raise your own hand when asking for questions. This gesture cues the audience that this is way they should offer questions – by raising their hand to be called upon.
- In case the audience is silent, be prepared to offer the first question yourself. “I’m often asked…” or “You may wondering…” That should be enough to jumpstart the questioning.
- Select questioners from all areas of the audience – near, far, left, right, center.
- Don’t begin to answer until you’ve heard the entire question. Not only is it rude to interrupt, but you may also discover they are asking an entirely different question from what you assumed.
- Always repeat the question over your microphone. Audiences can rarely hear the question unless a microphone has also been provided for them to use.
- It never hurts to ask for clarification from the questioner. This can ensure your understanding of the question and can also buy you time to construct your answer. “What you’re saying then is…”, “So your major concern is…”, “If I understand you correctly, you are addressing…”.
- Keep answers short and positive. Answer honestly. If you can, support your answer with evidence, statistics or examples. If you don’t know the answer, say so, and offer to follow through with a response.
- When faced with a difficult question or one you’re not sure how to answer, feel free to open it up to the audience. “How do all of you feel about that?” Or “Have any of you had experience with that?” While the audience is sharing their opinions, you can develop your own answer or simply agree with the best one presented.
Preparation is the key to handling Q & A well. Think ahead to the questions that could be asked and develop your answers now – before you’re in the spotlight.
by Jill Hoel | Mar 16, 2012 | Communication Skills, Presentation Skills, Professional Image
Conducting meetings via videoconference is becoming more and more popular in business today. It can be a very cost-effective way to bring far-flung employees and teams together – without the costs associated with travel. In order to use it effectively, here are some tips to keep in mind:
Videoconferencing Tips
- Arrive early enough to learn how to use all of the equipment. Practice using the various buttons.
- Check the volume levels, both outgoing and incoming. Find the volume control and learn how to increase/decrease.
- Check yourself in the picture-to-picture screen. Arrange seating so that people can be eye level with the camera.
- Are people well-lit? You may need to add lighting or open blinds to eliminate shadows on faces.
- Don’t put lighting behind people which will make them appear dark and in shadow.
- Clear out distractions in the background. Visualize the Oval Office when the President appears on-camera from his desk. Curtains, credenza, a few photos. Simplify your background, too.
- Dress in solids or very small patterns. Stay away from shiny jewelry (which can add glare) and large or busy prints.
- Speak clearly and slowly, aiming toward the microphone.
- Refrain from looking away, typing, or talking with someone off-screen.
- Look into the camera when you’re speaking. If you look at the screen, you’ll look like you’re looking off into the distance.
- Conversely, when you’re listening, look at the screen (at them, not your email inbox – we can see your eyes travel back and forth and hear you type!).
- Move as little as possible, with no fidgeting or big gestures.
- Wait for the time delay as people speak . Don’t overtalk each other.
- Sit up straight.
- Turn off all cell phones. People don’t want to hear the beep that says you’ve received a text or new comment on your Facebook status!
by Jill Hoel | Sep 21, 2010 | Communication Skills, Presentation Skills
While it’s important to know how to deliver both a formal stand-up presentation and an informal seated-around-the-conference-table type, you’re probably doing more phone pitches than ever before. They’re a great choice – and very cost-effective – when participants are far-flung around the country or globe. Here are some tips to help you make your phone pitch successful:
Speak in short chunks and use short sentences. Short sentences are easiest for listeners to process, especially when there are no visual aids to enhance the words they’re hearing. Break up that paragraph-long explanation and incorporate more punctuation into your text.
Speak in shorter chunks overall. Don’t ramble on for five minutes. Stop frequently, take a breath, and check in with your listeners. Ask if they have any questions or feedback before forging ahead. “Are there any questions at this point?” “Let me pause here and get your reactions.”
What should you do when there is silence on the other end? Give it a few more seconds, then try, “I’ll take it from the silence that everyone is in agreement (or that no one has any questions), so I’ll move on to the next agenda item.” You can also try asking them a question – “Of the three points we’ve discussed so far, which one do you think will be the most problematic?” You can also ask and answer a question yourself to get the ball rolling – “You may be wondering, how long will the implementation take?”
Use names periodically as you speak. “To your point, Bob,…” “Janet, I know your division…” Names are a great way to keep your listeners engaged and on their toes.
Two tips for team pitches:
Get all the local team members into the same room for the pitch. You’ll feed off each other’s energy and the entire presentation will be better because of it.
Ask team members to put their tech toys away – no Blackberries, ear buds, etc. A divided focus and distractions will hurt the presentation, not help it.
© 2010 Jill Bremer • All Rights Reserved
by Jill Hoel | Mar 11, 2010 | Communication Skills, Etiquette, Presentation Skills, Professional Image
I heard a great line at the beauty salon today – “You can teach skills. You can’t teach attitude.” How true. My stylist, Tina, who is co-owner of both the salon as well as Paul Mitchell the School-Chicago, and I were discussing the challenge of finding the right people to hire. Her business is really no different than any other and, as a small business owner and educator, she is constantly on the lookout for candidates who are a cut above the rest (no pun intended). And talent isn’t always the first thing she considers.
She said that people can be taught how to do hair, but attitude and work ethic are things you’re born with. You can’t teach them. And those are the elements she looks for. Are you going to show up on time? Are you going to take initiative to help build the business? Do you have some common sense? Is my team going enjoy being around you – in close quarters – day after day?
I think every person in a position to hire is looking for those same qualities. Talent is great, experience is wonderful, networking is crucial, but, when push comes to shove, do you have the temperament and character they’re looking for? Will you be an asset and a pleasure to be with, or do you look like trouble down the line?
How do you want to be perceived by others? The impression you make happens even before you open your mouth. What is your overall image – wardrobe, grooming, facial expression, posture – saying to the world? Let that interviewer see your positive attitude BEFORE they see your resume.
by Jill Hoel | Sep 9, 2009 | Communication Skills, Etiquette, Presentation Skills
- To get the group’s attention, never tap on a glass; simply stand, holding your glass in the air. Toasts should be offered standing, unless at a private, small affair or in a public restaurant.
- The person being toasted remains seated.
- Don’t hold your glass in the air during your toast. Set it down after you get their attention, make your toast, then raise your glass and ask the others to raise theirs for your formal, final words.
- Guests respond by taking a sip of their drink, not draining the glass. For those not drinking alcohol, toasting with water or a soft drink is acceptable. The person being toasted does not drink.
- The guest of honor often returns the toast, thanking the host for their kind words and then proposing a toast of their own to the host.
I’ve seen wonderful speeches spoiled by speakers who end with “Thank you. Now, are there any questions?” A question-and-answer period can be an interesting part of a presentation (sometimes more so than the presentation itself), but if not done correctly, can kill the impact of an inspiring or thought-provoking message.