A question is a statement that requests an answer or response. On a daily basis, you can ask them to ask you questions. Some questions are open-ended and require explanation, elaboration, etc., while other questions are closed-ended, requiring only a Yes or No. In some cases, others ask questions that don’t necessarily require an answer, just someone to listen (questions rhetorical). Depending on the structure of the question, the answer that follows should address what the question is looking for. Many people fail exams not because they are boring but because they don’t understand what is being asked of them. The lack of correct articulation of the question leads to an incorrect action or answer. After a presentation, you should feel good if people ask you questions. It can be a sign that people participated in the presentation and that the presentation generated interest in others. How you answer those questions will improve your audience’s opinion of you or increase their trust in your product or service. As a professional, you will need to master the art of asking relevant questions, but more importantly how to answer questions effectively.
1. Understand the question – Before you dive into answering a question, make sure you’re clear on what the question is about. There is nothing wrong with seeking clarity on what is being asked. Politely ask “Sorry, I don’t seem to understand what you’re asking, would you mind rephrasing?” You will communicate better in such a case than just babbling without clarity or understanding. Remember that the essence of answering questions is that you make a positive contribution to someone who is looking for an answer. Do not waste your time. Seek understanding first.
2. Listen carefully to the entire question – One way you can improve your effectiveness in answering a question in a relevant and objective way is when you give the person asking the question time to finish asking the question. Some people take the time to specify exactly what they are looking for. Answering a question before it is fully asked can seem disrespectful. Don’t assume you know the direction the question is going so you want to help the person get to the point. If you have time, let the person “ramble” while you write down the key points. It also gives you time to synthesize and think about the best answer to the question. The ability to listen gives you a high success rate in answering your questions.
3. Pause and think carefully – You have to determine if you are qualified to answer the question or someone else is. Are you authorized to speak on that topic (journalists can pursue you even if you should not be the spokesperson for the company)? How deep should the answer be? The pauses and moments of silence show that you are not simply producing whatever raw material you have in mind, but that a clearly thought out response is coming. In fact, you can prepare the person who is expecting a response by saying “Let me think…, let me see…”. That way, the person doesn’t sit and wait thinking they haven’t heard, are just ignoring, etc. Thinking carefully also helps you come up with statements that you won’t regret later. You can assess how best to respond wisely without leaving the person with fresh scars or wounds.
4. Answer the question and to – Having understood what the question means, your role is to answer as best you can and stop. The tendency to volunteer information that has not been requested does not add value to you. If anything, you disempower yourself. I have come across people who after being asked a simple question like “Where are you going?” they’ll stop and think you have all day to hear the name drop, long explanations giving all the background leaving you just to go “Oh really, aha, oh I see.” Get to the point and stop. When you always spit out tidbits of information, lies are inevitable. You can easily start to get confused or say contradictory statements without realizing it. I have seen people lose cases in court because they keep making statements that are then used against them later in the process.
5. Relax and feel safe – It’s interesting to note that sometimes the same question can be difficult to answer depending on who and what setting is asking the question. If on a bus the person sitting next to you asks you; “Would you mind telling me about yourself?” the question can be much easier to articulate than when you have a panel of four or five people in an interview room where you are looking for a job. The same question can bring different answers. In the first scenario you can relax and talk about social issues, while in the second you almost feel like every answer should point out how hard-working you are and all the positive things in life. The important key to response flow and effective response to a question is to relax and be as natural as possible in your response. You don’t want it to sound like you have a rehearsed speech somewhere that you’re trying to remember. Relax and let your creativity flow. Breathe normally and feel comfortable.
6. Master the general nature of the questions – The most common questions focus on What? (looks for details), where? (seeks to know the place or place or scenario) Why? (seeks to understand the reasons behind) Who? (you are applying for the people involved) When? (looks for the date and time it happened) How? (desires to know the process or step-by-step breakdown of an event) Whose? (identifies the owner). Other questions are like statements asking for details. They give you the indication in statements such as Illustrate, explain, clarify, state, describe, investigate, enumerate, etc. Be careful with such words in order to give an answer that is relevant to what is being sought.
7. You may not know the answers to all the questions – It is a noble thing to let some questions pass. You are not the encyclopedia of all the questions you come across. Admitting that you don’t know the answer is not a sign of weakness. It is a sign that you know yourself and would not like to be involved in a guessing game. I have a lot more respect for people who, even in interviews, will tell you “I haven’t come across that concept yet, but it sounds really exciting” than for people who agonize over the fact that all questions need to be answered and still thus they waste the next five minutes giving a lecture that is innocent of the truth. Sometimes in a group setting, admitting you don’t know the answer to a question will give you so much wisdom that might be hidden from the person you’re sitting next to; the kind of wisdom you can’t even find in books.
8. Always avoid answering a question with a question – There are people who will never try to answer in any other way than by asking a question. One instance where this is acceptable is in a classroom where a student asks a question and the teacher has no idea what the answer is. He/she can creatively ask “Is there anyone who can help with the question?”. She does not immediately admit ignorance of the question, but gives the teacher time to synthesize the answer of other participants. I’ve always been a victim in terms of answering a direct question with a question. What gave rise to this topic is a question my wife asked me, which was simple and direct: “Are you going to go to the office later today?” My immediate response was not about the office but “Why?” My response would have been “Yes, I’m coming, is there anything you need, do you want to come with me?” instead of a resounding “Why” before giving the answer. She immediately told me, “You’d better do an article on answering questions.
9. If you are the expert, then prove it. – Sometimes people ask questions because they know that you are the best placed to know the best solution. In cases where you know what you are doing, please provide the full answer required. Support your answer with relevant examples, where necessary. Just avoid giving lengthy explanations where a simple answer would have worked. In a science class, if the students ask you to explain the process of photosynthesis; You won’t answer this in a one line statement, but add your experience, go out and get different types of handouts for students to understand. Similarly, in a boardroom, if you are the Head of Operations, then you need to show yourself. You cannot make other people appear to be the experts in your area when you are there. Be the authority in your field.
10. Avoid judging the person asking the question. – It is easy to think that the person who asked a question does not have knowledge in a specific area. When you are quick to judge, you risk embarrassment one day. Some people ask questions about areas in which they have PhDs. They steer discussions in the direction of their areas of expertise. When a question is asked, avoid attacking the person for asking it, but stand your ground and answer whatever is asked. Avoid such statements that sound critical. When judgment signals enter into a discussion, this becomes a barrier to effective communication. No one will objectively listen to what you are saying. Say what you know and quote what you have heard others say.