Communication English III

Communication English III October 30th 31st 2012

Today • Fielding questions. • Practice and peer feedback.

First, a note for the “asking” group Question Guidelines: • - Make sure the questions relate to the presentation. • - The questions should be about: a) The solution OR b) The results - Do not ask simple YES/NO questions.

First, a note for the “asking” group • Each asking group will ask 3 questions in total. • (1 student = 1 ques., 1 student = 2 ques.) • Q and A session will last up to 5 min.

Fielding questions • After the conclusion: • - Thank the audience (“We appreciate your attention today. Thank you”) • - Indicate you will now take questions: “At this time, we will take any questions you may have.” “If there are any questions, we will be happy to answer them now.” “We will now open the floor for questions.”

Fielding Questions General tips: • Answer the specific question ask (stay on task). • Make your answer brief (you want time for other questions). • If responding to criticism, quickly summarize additional evidence in your support (if you have any). • Try to organize your answer.

Fielding Questions General tips: • If you don’t know the answer, don’t pretend that you do. • Restate the question to the audience in case they didn’t hear it. • Rephrase the question in case the audience didn’t completely understand it.

Asking for clarification “What was the question again?” “Could you please repeat the question?” “Just to be clear, could you please re-phrase the question?”

Fielding Questions • If you can answer the question easily, do it. • - but keep the answer brief!(try to keep the answer under 1 minute).

Fielding Questions • If the answer will require a long explanation: • - give a brief reply • then • then say you would be happy to continue the discussion after the presentation.

Fielding Questions If the question attacks your solution: - Briefly re-state why your solution is the most viable.

Fielding Questions If the questioner suggests an alternative solution: - Try to briefly point out the drawbacks of their suggestion and quickly reaffirm the viability of your solution.

Fielding Questions If the question focuses on your solution's drawbacks: • once again minimize these drawbacks. • quickly reaffirm your solutions strengths.

Fielding Questions If it is a question about your results: • make sure you know your results well! • You can refer back to your figures once again to help your clarification.

If you can’t answer • Do not try to answer a question you do not know the answer to. • There is no shame in admitting you cannot answer, but do it gracefully. • BUT… • Don’t simply say: “I don’t know.”

If you can’t answer “That’s a great question; however, that is actually beyond the scope of this study…” “Actually, we wanted to address that in our study, but unfortunately, we did not have sufficient time, resources, etc.”

If you can’t answer “Thank you for that question. We don't have an answer at this time, but we will be happy to give you an answer <give a timeline>.” “Great question. We don’t have the answer at the moment, but we will consult with <EXPERT> and get back to you <GIVE TIMELINE>.”

If you can’t answer “Excellent question. For a better answer to your question, we suggest looking at (source).”

After the questions are finished • State that, if there are any further questions, you will be happy to discuss them later. • Thank the audience once more.

To prepare for questions • Brainstorm about possible questions you may face BEFORE you do the presentation.

Communication English III