Working the Trenches: How to Handle Q&A   One of the most important factors to delivering a successful presentation is proficiently handling questions. You can have the best visual aids, know your content inside and out, and possess great platform skills, however if you are not able to effectively answer your audience's questions, you risk losing credibility.

An executive had just completed an important presentation to members of his business unit, in which he used power-point slides and a video. He had explained the new direction of the company, which functions would be consolidated and how certain information processes would flow. He had performed extremely well until he approached the last 10 minutes of the session; the Question & Answer (Q&A) segment. At this point his presentation fell apart. While attempting to answer the audience's questions, he wavered several times by making the comment "I am not sure." When he did have an answer, he would continue to elaborate beyond what was necessary, frequently losing the audience.

One of the most important aspects of a successful presentation is proficiency in handling the Q&A session. You can have the best visual aids, know your content inside and out, and possess great platform skills, however if you are not able to effectively answer your audience's questions, you risk losing credibility.

If you relate to the presentation experience described above, then you know it is painful whether you are sitting in the audience or up on the stage as the presenter. In order to prevent history from repeating itself, here are some important tips about handling a Q&A session that you should tuck into your mental back pocket.

1. Prepare and anticipate. No one gets a free lunch. Spend the time necessary for you to be knowledgeable about your material and to surpass the audience's expectations. The saying "where you sit determines what you see" means to put yourself in your audience's seats and to anticipate the questions they may ask. Of what significance is your material to the audience? What objections might the audience raise? What are your audience's main concerns? Thinking in this manner will help you to prepare your responses.

2. Listen carefully to the question. On many occasions presenters will anticipate what the audience member is going to ask and will immediately provide an answer without listening to the entire question. The risk is that you may answer the question incorrectly. Instead, repeat the question to make sure you heard it correctly. This also helps others in the audience to hear the question. In addition, repeating the question gives you 2 to 3 seconds to mentally prepare your response.

3. Be brief and to the point. Answer the question with a specific fact then move on. No need to beat a dead horse. If you continue with the same question the audience will become restless. Also, there are other questions to be answered from the audience so get on with it.

4. Provide specific examples to support general statements. Whenever possible, back up your idea or fact with an example. Let the example, whether addressing how to write a report or how to handle customer complaints, lead your audience through the explanation of your point. This helps to paint a clear picture so the audience can better understand your message.

5. Maintain your composure at all times. Every now and then you may get someone that has it as his or her lifelong ambition to make you look bad. In this difficult situation, you want to be static in your emotions, no drastic highs or lows. Take the question off-line if necessary to establish your position and stand firm. Never let them see you sweat.

6. Don't lie. Whatever you do, don't make up an answer to a question and risk your credibility. When first beginning my seminar business, I was teaching a time management course. Someone in the audience asked a rather difficult question. Wanting to be seen as the expert, I proceeded to make up an answer. Little did I realize that someone in the audience knew the correct answer and consequently made me look bad. Whenever someone asks you a question that you are unsure of, simply answer that you do not know however, you will locate the answer and get back with him or her at a later time. Another option is to give that person the name of someone who may know the answer to the question.

7. Prepare a close to end the session. Never end a presentation with a Q&A session. It can deflate the message that you are trying to leave with the audience. Instead, close by mentioning that you have time for one more question, answer it and move into your well-prepared close. Of course, your closing should summarize your talk, state the action you want the audience to take, and leave them wanting more.

By incorporating these components into your presentation, you will become more confident and able to face the audience head on. Instead of the Q&A session being intimidating, it will become your greatest strength.