Career Q & A
Speak with Savvy
Interview by Robbie Miller Kaplan
author of How to Say It in Your Job Search
We can’t hide from it – we’re expected to communicate in
meetings, workshops, training events, and conferences. Communication
skills are highly prized in today’s culturally diverse and
technology-driven workplace so it’s important to master this skill. Joan
Detz, author of Can You Say a Few Words?, Second Revised Edition: How to Prepare and Deliver a Speech for Any Special Occasion
Q;
What are some techniques to really capture the audience’s attention when
introducing a speaker or trainer?
A: First of
all, make sure you pronounce the speaker’s name properly! There’s
nothing worse than mispronouncing someone’s name, or botching their
title. Verify these details so you don’t place the speaker (or yourself)
in an awkward position. To capture the audience’s attention and to
present the speaker as an authority, include a couple of “third party
endorsements.” For example: note any awards the speaker has received,
mention any newspaper articles praising the speaker’s achievements, or
quote any media interviews.
Q;
I’m often caught off guard at meetings and conferences when asked to
contribute my thoughts or share an experience. How can this be handled
effectively without advance notice?
A: Here’s the
best way to prevent that “caught off guard” feeling: whenever you attend
an important meeting, assume that someone might ask for your opinion or
your perspective. Plan ahead and jot a couple of notes before you go.
Then it will be easy for you to share an example, cite key statistics,
or refer the group to a great website.
Q;
Having never been a panelist, I would like to participate in a panel
presentation but have no idea how to prepare and contribute. What are
some strategies to ensure a good experience?
A:
Unfortunately, things often go wrong on panels: Speaker A talks too
long, and therefore Speaker B doesn’t get enough time … or the moderator
lets the audience interrupt (instead of asking them to hold their
questions), so the last speaker winds up with no time to present his
remarks … or Speaker D comes across as boring and repetitive because the
previous panelists already covered her topic. Prevent as many of these
glitches as possible. You’ll find detailed advice in Can You Say A Few
Words? and I urge you to study that advice carefully. When it comes to
panels, assume nothing. Ask to speak first, verify topics, pin down the
number of minutes each panelist gets, and above all, ask the moderator
to control over-talkative panelists. (To be safe, carry your own “30
second warning” card to slide in front of any panelist who needs to wrap
up).
Q;
As a trainer, I’m well prepared for my training programs, but I
sometimes get questions that are off-topic and throw me off-course. Is
there a tactful way to handle non-related or more personally-oriented
questions?
A: During any
Q&A, you have the right to be comfortable … to remain in control … and
to get your message across. Don’t let irrelevant or personal questions
distract you. One response: “That’s an interesting topic, but today our
focus has to remain on TOPIC X.” Then bridge or transition to your key
message: “The main issue that concerns our industry is __________.”
Q;
I know it’s important to allow the audience time to ask their questions.
But how much time can reasonably be allocated to this and what if the
questions seem unending?
A: If you get a
lot of questions, smile and say, “It looks like we’ve got a topic that
people care about.” Then say, “To keep on schedule, we’ll need to wrap
up our Q&A shortly. Are there any other questions?” If the next question
you receive is good (and if you answer it well), wrap up then and there.
But, if you get a rambling question or if you don’t want to end on that
tone, simply welcome another question. After all, your goal is to end on
a high note. Don’t limit yourself by saying “We only have time for one
more question.” What if that question put you in a poor position?
Instead, wrap the Q&A when you feel confident with your final message.
Q;
I gave a speech and had an audience member challenge my “authority.” How
can you get yourself out of tough spots like this?
A: Use body
language to help convey your authority. Stand firm. Don’t rock or tap
your foot or fiddle with a pen. Take good breaths and use strong eye
contact. Cite credible sources, such as: “The definitive study on TOPIC X
indicates that ……” or “Today’s Wall Street Journal presents the latest
research” or “Seven million customers think otherwise.”
