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10 Techniques For Answering Questions Effectively
A question is a statement that solicits an answer or response. Every day you ask questions. Some questions are open-ended and require explanation, elaboration, etc., while other questions are closed-ended and only require a yes or no. In some cases, others ask questions that don’t necessarily require an answer but just to get someone to listen (rhetorical questions). According to the structure of the question, the answer that follows must answer 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. Failure to articulate the question correctly leads to an incorrect action or response. After a presentation, you should feel good if people ask you questions. It can be a sign that people were engaged in the presentation and that the presentation sparked interest in others. How you answer these questions will improve your audience’s opinion of you or build their trust in your products or services. 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 diving into answering a question, make sure you understand what the question is about. There is no harm in seeking to clarify what is being asked. Politely ask “I’m 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 chatting without clarity or understanding. Remember that the essence of answering questions is that you are making a positive contribution to whoever is looking for an answer. Do not waste time. Seek first to understand.
2. Listen carefully to the whole question – One way to improve your effectiveness in answering a question in a relevant and objective way is to give the person asking the question time to finish asking it. Some people take the time to specify exactly what they are looking for. Answering a question before it’s been fully asked may seem disrespectful. Don’t assume you know where 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 jot down the key points. It also gives you time to synthesize and think about the best answer to the question. Listening skills give you a high success rate in answering questions.
3. Pause and think things through – You must determine if you are qualified to answer the question or if someone else is. Are you allowed to speak on this topic (journalists can haunt you even though you’re not supposed to be the company spokesperson)? How deep should the response be? Pauses and moments of silence show that you are not simply producing the raw material you have in your mind, but a clearly thought-out response is coming. You can actually prepare the person waiting for an answer by saying “Let me think…, let me see…”. This way the person doesn’t sit and wait thinking you didn’t hear, just ignored, etc. Thinking also helps you make statements 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 stop – After understanding the meaning of the question, your role is to answer to the best of your knowledge and stop. The tendency to voluntarily provide information that has not been requested adds no value to you. If anything, you are relieving yourself of responsibility. I have met people who, after being asked a simple question like “Where are you going?” they’ll stop and think you’ve got all day to listen to the name drop, long explanations giving all the context leaving you to just say “Oh really, aha, Oh I see”. Go straight to the point and stop. When you’re always telling tidbits of information, lies are bound to happen. You can easily start getting confused or saying contradictory statements without realizing it. I have seen people lose cases in court because they kept making statements which were then used against them at a later stage in the proceedings.
5. Relax and be confident – Interestingly, it can sometimes be difficult to answer the same question depending on who and in what context the question is being asked. If you are approached on a bus by the person sitting next to you; “Would you like to tell me about yourself” can be a lot easier to articulate the question than when you have a panel of four or five people in an interview room looking for a job. The same question can bring different answers. In the first frame, you can relax and talk about social issues while in the second, you almost feel like every answer has to indicate how hardworking you are and all the positive things in life. The important key to response flow and responding effectively to a question is to relax and be as natural as possible in your response. You don’t want to look like you have a repeated speech somewhere that you’re trying to remember. Relax and unleash your creativity. Breathe normally and be comfortable.
6. Master the general nature of questions – The most common questions revolve around What? (looking for details), Where? (tries to know the place or the place or the stage) Why? (tries to understand the reasons behind) Who? (this is solicitation for those involved) When? (looks for the date and time it happened) How? (wants to know the process or step-by-step breakdown of an event) Who? (identify the owner). Other questions are like statements that solicit details. They give you the clue in statements such as illustrate, explain, clarify, state, describe, investigate, enumerate, etc. Beware of these words in order to provide a relevant answer to what is sought.
7. You may not know the answers to all the questions – It is a noble thing to let certain questions pass. You are not the encyclopedia of all the questions you encounter. Admitting that you don’t know the answer is not a sign of weakness. It’s a sign that you know yourself and don’t want to participate in a guessing game. I have great respect for people who, even in interviews, will tell you “I haven’t come across this concept yet, but it sounds really exciting” than one who agonizes over the fact that every question has to be answered and wastes the next five minutes again giving a lecture that is innocent of the truth. Sometimes, in a group, admitting you don’t know the answer to a question will bring you so much wisdom that might be hidden in the person you’re sitting next to; the kind of wisdom you can never even find in books.
8. Avoid always answering a question with a question – There are people who will never try to answer other than to ask a question in return. An example where this is acceptable is in a classroom where a student asks a question and the teacher has no idea of the answer. He/she can creatively ask “Is there anyone who can help with the question?”. He does not immediately admit his ignorance of the question but gives the teacher time to synthesize the response of the other participants. I’ve always been a victim of answering a direct question with a question. What spawned this topic was a question my wife asked me, which was simply and to the point “Are you going to the office later in the day”. My immediate answer was not about the office but “Why?”. My answer would have been either “Yes, I’m going, do you need anything, do you want to come?” instead of a “Why” before giving the answer. She immediately said to me “You better do an article on the answers to the questions.
9. If you’re the expert, show it – Sometimes people ask questions because they know you are in the best position to know the best solution. In cases where you know your business, provide the required rich answer. Back up your answer with relevant examples, if needed. Just avoid giving long explanations where a simple answer would have worked. In a science class, if students ask you to explain the process of photosynthesis; you won’t answer this question in one line, but bring your expertise, go out and get different types of picture sheets so the students understand. Similarly, in a conference room, if you are the COO, it should show. You can’t have other people appear to be the experts in your field when you’re there. Be the authority in your field.
10. Avoid judging the person asking – It is easy to think that the person who asked a question has no knowledge in a specific area. When you judge quickly, you may be embarrassed one day. Some people ask about the fields in which they have a doctorate. They guide the discussions in the direction of their areas of specialization. When a question is asked, avoid attacking the person for asking the question, but stick to the point and answer what is asked. Avoid such statements that appear to be judgmental. When signs of judgment enter a discussion, it becomes a barrier to effective communication. No one will objectively listen to what you say. Say what you know and quote what you have heard from others.
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