Handling questions at the end of a presentation is often the worst fear of new (and not so new) presenters. But like everything else in life, planning is the key to success. Before you give a presentation, write down the five worst possible questions, and how you would deal with them. Rehearse them with friends and colleagues. And remember that you don’t have to answer everything in public – it is quite acceptable to say “That requires a fairly complex response – if you come and see me afterwards, I’ll be happy to talk it over with you.

Staying calm is very important too. There is no such thing as a stupid question, and you should always show respect to your questioner. It can be difficult, especially if you know that the questioner has a particular bias. Even worse, they may make remarks which you find irritating. You must keep calm, and ignore any unpleasantness. Answer the question directly and factually, without being drawn into criticising someone else’s opinion.

Never use sarcasm, or belittle the questioner. If you do, onlookers will side with the questioner, not you. Focus on what they have said, not on them. If you disagree strongly with their stance, say something like “I understand your point of view, but I don’t share it. Let me explain how I see things” Don’t make any assumptions. Simply accept the questioner’s presuppositions, correcting them gently if necessary.

Always smile, and thank the questioner for making their point. Even if you are seething with rage and indignation inside, don’t show it. You will win far more respect if you maintain a professional image.

Media Tip of the Week

OK, your audience is always alert and attentive. But just occasionally, there will be a nodding head or two, To make sure that a trickle does not become a flood, here are a few ideas.

• Get your audience involved. Not by telling their neighbour their life history (I hate that stuff too), but by making them think.
• Shorten your talk. Can you get the same message across in 20 minutes rather than 40? In that case, use the last 20 minutes for questions and debate.
• Cut back on the slides. You know why.
• Don’t confuse your audience. If they are confused, they stop listening, and they are one step closer to dozing off.

Even if you are speaking in the after-lunch slot, you should be able to keep your audience wide awake. If not, then start a consultancy for curing insomniacs.

Media Tip of the Week

What are the two most important elements of every great speech?

1. The speaker cares about the topic
2. The audience cares about the topic

So finding a topic to speak on should be simple – firstly, decide what you want to speak about, then decide what aspect would interest your audience.

Of course, it isn’t always that easy, since you may think that you have nothing to say to a particular crowd. In this case, you have two options – don’t speak (but find a gracious way to excuse yourself), or think a bit harder. In the latter case, the words of Dale Carnegie may help – “The entirely new is not interesting; the entirely old has no attractiveness for us. We want to be told something new about the old.”

In other words, find a topic that everyone cares about, and offer a new perspective on it. A good speech is like a good present – tailored to fit the interest or hobby of the receiver.

Media Tip of the Week

I admit it. I was wrong about PowerPoint. The scales fell from my eyes late last Saturday night, during a discussion in the bar at the conclusion of the Holland Professional Speakers Association Convention. There I was, doing my usual “PowerPoint is useless” rant, explaining how I see it as a barrier to communication, drawing attention away from a speaker, and adding little value. “Well yes”, said my polite colleague, but if it hadn’t been for the slides, I would not have understood the presentations.” So, I now recant – at least under these circumstances; if you are presenting to an audience who is not proficient in your language, it can be very helpful to them if you use slides. Rather than trying to concentrate on the flow of your speech, they can absorb your points from words on a screen alongside you. It isn’t quite simultaneous translation, but it does help. Of course, all the usual rules apply – no boring stuff allowed. However, if you want to get your message across to an international audience, PowerPoint may be a good thing. (You could even put up a few phrases in the local language too, but go easy on that one).

JOINING ME ON THE PLATFORM TONIGHT… If you have to host an event, you may think that there isn’t too much to worry about. Introduce the speakers, tell the audience about the fire exits, and make sure that the lunch break starts on time. How hard can that be? Provided every single thing runs smoothly, it isn’t too hard at all. However, in thirty years of speaking, I have never been to an event where every single thing goes according to plan. That’s why being an event host takes preparation, careful monitoring, and the ability to react quickly. The aim is to ensure that the audience doesn’t notice anything wrong. Here are a few tips if you ever find yourself in charge of the microphone –

• Do your research – learn about the audience, venue and speakers as early as you can
• Visit the venue in advance (or at least two hours before the event starts)
• Talk to the organiser and the technicians
• Have a technical rehearsal, and ensure you know how the mikes work
• Meet the speakers as they arrive, and ask how they wish to be introduced
• Make sure you know how to pronounce names – write simple notes to help you
• Keep an eye on the time, and be firm with speakers
• Don’t forget to thank everyone, including the event organisers and venue
• Finish on time (or even better, one minute early)

Of course, you could always employ a professional event host…  

Media Tip of the Week

However well you prepare, things can happen on the day that mean you will have to change your plans, if only slightly. It may be the layout of the room, the timing, or the technical arrangements. How you react to this will demonstrate your level of professionalism. The important thing is to stay calm. For example, if you find that your time has been cut in half, don’t try to speak twice as fast, but cut down your speech to the key points, while leaving in the strong opening and closing. If the microphone doesn’t work, or the lights go off, make a short reference to it, and then engage the audience as partners to help you continue. Encourage them to move closer, or move to another room. I was once giving a speech in a lecture theatre when there was a power failure. I knew, from chatting to the organiser, that there was an open area just outside the room which was part of a playing field. By the dull glow of the emergency lights, we led the audience outside, and I gave the talk on the edge of a grassy field in the sunshine. OK, you can’t do that all year, but you see what I mean. So, never assume that because something goes wrong, you have to abandon your talk. You’ll get lots of points for adapting and carrying on.

Media Tip of the Week

TEN TIPS FOR NOVICE PRESENTERS

No, that doesn’t mean that you can skip this bit if you’re a speaker that gets booked for six-figure gigs twice a week. These are some of the things you may not always think of. Everyone needs a reminder. Here we go –

• Get to know the technician. They can make or break your speech.
• Do a sound check, and learn how to turn the mike on and off. Fiddling with your mike is very unprofessional.
• Rehearse, but only twice. After that you’ll start to sound over-rehearsed (obviously)
• Take off your badge. We know who you are. You’ve been introduced.
• Never, ever, read from notes. You know why.
• Don’t stop if things go wrong. Keep going. You’re a pro.
• Even if things go badly wrong, don’t swear. In fact, just don’t swear.
• If you’re live on the Internet, have an offline backup of page images. The net can fail (honestly).
• Forget about being nervous. You’re just excited, that’s all.
• Plan to finish a minute or two early. Do not, under any circumstances, over-run.