Today’s post will highlight an important topic covered in the course — and is all about practical strategies you can apply immediately. Let’s talk about a crucial (and often nerve-wracking) skill for any data storyteller: handling audience questions with confidence.
This is especially important when presenting complex data analysis. After crafting a remarkable data story and delivering it with finesse, you’ve braced yourself for questions. But once the spotlight is on and those questions come, how do you handle them gracefully? This newsletter will teach you advanced techniques for confidently addressing live questions and keeping your responses concise, assured, and engaging in all interactions.
Establish Audience Expectations
Before fielding any questions during a presentation, it’s important to set expectations with your audience and key stakeholders about how questions will be handled. There are typically two approaches:
(1) Allowing questions at any point; or
(2) Asking the audience to hold their questions until the end.
Ideally, the first approach should be the one you use most of the time. This method encourages open dialogue and helps build a dynamic, collaborative atmosphere where the audience feels heard and valued. It invites curiosity and positions the presentation as a two-way conversation rather than a lecture.
Here is why it works:
- Fosters Engagement: Encouraging questions during the presentation turns passive listeners into active participants.
- Clarifies Key Points: Addressing questions in real-time prevents misunderstandings from building and keeps the audience aligned with your message.
- Humanizes the Experience: Allowing interruptions signals that you respect the audience’s curiosity and care about their understanding.
Pro Tip: While allowing questions is great, it’s important to maintain structure. A good way to balance both openness and flow is to pause after key insights or major sections for questions without derailing your narrative
The second approach should only be used in specific situations, such as performative presentations (think: Ted Talks) or when time constraints are tight. However, I want to emphasize asking your audience to hold their questions is not advised. Delaying questions until the end can result in a disengaged audience. If you must defer questions, make it clear that their input is valued: “I’m excited to hear your thoughts. Please hold onto your questions until the end so we can explore them together.”
Regardless of which approach you’ve adopted for your presentation, when a question does come up during the presentation, there is a simple process for addressing it while maintaining control and keeping things on track.
Fielding Questions
Questions mid-presentation don’t have to derail your flow. The secret is strategic control: open the floor at key moments where deeper discussion can enhance understanding. Here’s how you can manage the timing and subject matter of questions posed by members of your audience.
- Anticipate Audience Questions: Be prepared. Reflect on who your audience is and review your presentation in that context. Build a list of questions that your audience may ask during the presentation. Write responses to questions about key points, complex concepts, and surprising insights in your material to encourage open dialogue and engage the audience’s understanding.
- Provoke Questions Using a “Framing Prompt”: After delivering a point for discussion, invite questions from the audience by saying, “What questions do you have about [topic]?” (where the topic is the specific point you just made in your presentation). This serves two purposes: it gives the audience permission to ask questions and provides them with a frame of reference [Prompt]. It also focuses questions on the topic at hand and will prevent questions that come “from Left Field” that may derail the discussion [Framing].
- Use Purposeful Pauses: After asking for questions, pause for seven seconds to allow the audience time to process and muster the courage to talk. As the presenter, you may feel like the weight of the audience is squarely on you — but your audience feels that weight, too! Hold eye contact and remain still, which creates a safe and welcoming moment for your audience. If no one speaks up, continue your presentation.
These techniques will help you control the timing and topic of discussions that you need to maintain your speaking flow, momentum, and confidence.
Responding with Confidence
When questions do arise about the topic you’ve established, follow these steps to handle them effectively.
- Invite The Question: To field a question, make direct eye contact with the audience member who’s spoken up, extend your arm with an open palm, and say: “What is your question?” This allows the individual to ask their question and keeps you in a position of control. Give them your full attention and maintain a neutral expression for credibility. Pro tip: Avoid saying “good question” to avoid unequal perceptions among audience members — once you recognize a question as “good” you’ll need to do the same for every question, lest you devalue someone in your audience (and if all the questions are “good” are they really good?).
- Paraphrase The Question: After hearing the question, paraphrase it back to the person who asked. This confirms understanding and allows for clarification if needed. It also allows helps your entire audience hear the question. Perhaps most importantly, this technique buys you time to formulate your response.
- Assess the Question: Determine if you can answer the question immediately. If it is not relevant or you’re unsure of the correct answer, defer it but acknowledge and commit to follow up within a specific timeframe. Don’t try to give an uncertain answer as you’ll undermine your credibility. And never make up an answer. Honesty is expected by your audience above everything else. Deferring the question maintains clarity and trust by showing your commitment to accuracy.
- Give A Direct Response: Address the question directly. For yes or no questions, give a clear ‘Yes’ or ‘No’ answer. For open-ended questions, provide a concise response. Use prepared responses as needed. Give the audience what they need right upfront: an answer to the question, not an explanation.
- Elaborate On Your Answer: After giving a direct response, further explanation or context may be necessary. To transition smoothly, use phrases like “Let me explain” or “Here’s why.” Supporting your answer with examples, data, and reasoning strengthens your argument. Referencing relevant data and providing clear explanations can address doubts or concerns and show how your evidence supports your stance.
- Confirm Understanding: After elaborating on your answer, check back in with the audience to make sure they understood and address any follow-up questions. Be empathetic and understanding towards the questioner, and ask if the question has been adequately addressed. This builds trust and encourages open-mindedness towards your perspectives and opinions.
This framework will promote engagement with the audience, show respect and understanding, and allow you to maintain control of the framing of your discussion.
Simplifying Information
To ensure comprehension, align with how the brain processes verbal information. The “Seven-Word Rule” technique is useful for presenters. Breaking down responses into smaller chunks keeps the audience engaged and allows for understanding. Laying stepping stones guides listeners through complex ideas.
To successfully use this technique:
- Identify the key points in your response.
- Break them into segments of approximately seven words.
- Pause briefly after each segment to give the audience time to absorb it.
- Observe non-verbal cues from your audience to gauge their understanding.
This technique may feel awkward at first, but with a little practice it will become second nature. More importantly, it will dramatically improve your ability to clearly and confidently relay information.
For instance, take this answer to a question about a company’s annual growth: “Our annual growth exceeded expectations we set for our company due to our expanded online presence and enhancements we made to our customer service function.”
While informative, it may be overwhelming for the audience to absorb all at once. Instead, let’s try applying the seven-word technique for a more effective response:
“Our annual growth exceeded expectations.
Our online presence played a big role in this success.
We also improved customer service.”
By breaking down the response into smaller parts, we allow the audience time to understand and digest each piece before moving on to the next one. This technique not only improves clarity but gives you the opportunity to assess your audience’s reaction to your response on a more granular level. It also has the remarkable ability to leave the impression that you are in full control of your message.
A rambling statement or response to an audience question kills your credibility. The Seven Word Rule approach elevates it.
Incorporating this technique into your presentations can transform how you connect with your audience. It will not only make your message easier to grasp but also more memorable — and leave the impression that you are in full command of your content.
In Conclusion
Having the ability to handle questions is an essential skill when it comes to effectively presenting data stories. By setting expectations from the beginning, predicting any potential concerns, and managing questions tactfully, you can transform audience inquiries into chances for a deeper comprehension and garnering support for your data insights.
