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Answering Questions Without Losing Control of Your Time

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Regular Contributor

Answering Questions Without Losing Control of Your Time

Have you ever seen a speaker run out of time because he or she spent too much time answering very basic or very advanced questions that were irrelevant to most of the audience?

 

For example, a few years ago, I attended a presentation on using LinkedIn.  The program description promised an overview plus a few specific steps to improve success using LinkedIn.  The speaker got about ten minutes into her presentation to an audience of more than one hundred, when she was interrupted by a few people who asked very specific questions.

 

She answered each question thoroughly, but the problem was that most of the questions were either irrelevant to the rest of the audience (for example, "what do I do when I get this error when I try to log into my account?") or too advanced ("can you walk us through the specific steps to create and moderate groups?") or took up too much time. 

 

With less than ten minutes to go before the end of her time limit, she had only made it through one third of her presentation and handouts. I spoke with many people afterwards who were frustrated and disappointed by how she had let the presentation get out of control without delivering on what she had promised. 

 

While questions usually signal that the questioner is interested in what you have to say, you also have an obligation to cover the material that the audience expected, based on the description of your presentation or how it was advertised.  And especially with a large audience, not all questions are relevant enough to everyone else to make it worthwhile for you to spend time away from your planned presentation.

 

Here are five strategies to ensure that those very specific or largely irrelevant questions don't take up all of your presentation time:

 
1.  In the description about your presentation, set the expectations as to the level that you will focus on – beginner, intermediate, advanced – and then stick to it.  Remember that you are in control of the presentation and timing and it usually can't get out of control without your involvement.

 

2.  At the start of the presentation, let the audience know if, how and when you will handle questions.

 

3.  If the situation allows, ask people to write their questions on index cards or sticky notes during your presentation, then collect and review them and choose some that are most relevant to answer.

 

4.  When someone asks a question, request that they save it to ask again near the end of your presentation, if you haven't answered it in the course of your regular material.

 

5.  Don't be afraid to NOT answer the question – explain that your answer might be too specific or not applicable to enough other people in the audience and request that the person take the question "off-line," by asking you one-on-one during a break or after your presentation. 

 

While it's good to be responsive to questions, you also have to avoid letting them derail you from covering your message within the time limit.


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Confidence. Influence. Success.
Gilda Bonanno LLC: Training, Speaking & Coaching focused on
Presentation Skills, Communication & Leadership

www.gildabonanno.com | gilda@gildabonanno.com
Blog www.gildabonanno.blogspot.com
Videos www.youtube.com/user/GildaBonanno
google.com/+GildaBonannoSpeaker
12 REPLIES 12
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Re: Answering Questions Without Losing Control of Your Time

Thank you for sharing Gilda. This is a very useful and insightful content. It's all about planning, sharing the information so everything is clear to everyone and be assertive. I'm an Internet Science Specialist at bizdb.co.uk. and lecture very often on leveraging the potential of Internet and New Technologies for professional development. I will definitely follow your advice for better organization of the seminars I give.

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Re: Answering Questions Without Losing Control of Your Time

Very useful hints, thank you for them! From time to time I prepare lectures at university regarding the infrstructure investments and real-estate market and as it is interesting topic for young professionals they always have some questions. And as it was in your case - some of them are not relevant or simply are too detailed. From now on I think I will be informing participants about possibility of asking questions at the end of a lecture. This suppose to be the best way to take control over the presentation. Thanks a lot!

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Re: Answering Questions Without Losing Control of Your Time

These are a very useful tips for me. As a young academic I have just a little bit of experience and often have to deal with time delays at my lectures, due to unexpected questions and discussion. Of course they are very important and are the best way to get people really listen to you and take part in the lecture, but they also cause some unnecessary organizational challenges. So thank you for your post, I will try to apply your suggestions in my work.

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Re: Answering Questions Without Losing Control of Your Time

Very useful tips, this is something that many academics and professionals should learn - be the one who not only speaks, but also manages the lecture and the audience. Before you start speaking you need to have a plan in your head - how this lecture or presentation will look like. Without this - chaos guaranteed.

Regular Contributor

Re: Answering Questions Without Losing Control of Your Time

Hi Torri, Claudia, Joana, & Mike, Thank you for the comments and glad you found the article helpful!  If you'd like more articles like this, you can subscribe to my Constant Contact newsletter, at the http://www.gildabonanno.com/Pages/newsletter.aspx

Confidence. Influence. Success.
Gilda Bonanno LLC: Training, Speaking & Coaching focused on
Presentation Skills, Communication & Leadership

www.gildabonanno.com | gilda@gildabonanno.com
Blog www.gildabonanno.blogspot.com
Videos www.youtube.com/user/GildaBonanno
google.com/+GildaBonannoSpeaker
Not applicable

Re: Answering Questions Without Losing Control of Your Time

I agree. The key to success in this topic is letting ask questions after the lecture or speech. In the meantime it always causes unnecessary in that time discussion. And after the main part of meeting everyone can speak in some specified time. And everything is clear.

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Re: Answering Questions Without Losing Control of Your Time

Ok, let's say I agree with MeganPerry87. But from my experience I think, that there are many cases, in which asking certain question makes sense only while talking about certain subject. Or when asking a question after the end of lecture takes much more time than during the speech, because of the lack of context and so on. So I don't think it can be one, universal rule for managing time during this kind of meetings.

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Re: Answering Questions Without Losing Control of Your Time

To MichaelBD - Let's not make some big problem of returning to the subject while asking some questions, okay? I think you exaggerate a litle bit here. It doesn't take so much time and definitely it is not problematic for the lecturer to get back to something that he/she previously said. And I really think that asking questions after tha main part of the lecture is finished is the best way.

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Re: Answering Questions Without Losing Control of Your Time

What a discussion over so simple thing! I totally agree with GildaB, you need to control your time and questions during the lecture can break all its structure. Very interesint point syou made here GildaB, thanks!