Open for questions. The silent disaster

A nightmare scenario is as follows: the speaker ends his talk with words “Any questions?” This is met by total silence. Not a word. Then an embarrassed shuffling, a cough…. How can this be avoided? A possible answer is that if the presentation has been good and the audience is clearly interested, someone will have something to say.

Another way to avoid the nightmare of utter silence is to end with an introduction to the audience. This should ensure immediate audience response. Giving an instruction is often useful in sales presentations and where the audience has special requirements. For example, after talking about his or her products or services, the speaker wants the audience to explain their needs. He says: “I’ve told you about the ways Snappo can help companies like yours. Now for us to do that, we need to know more about the way you work. Tell me about your particular situation, and

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what in particular may interest you….

or

Speaking to an audience of Department Managers or potential trainees, the Training Manager has outlined recommendations and explained what is available. He or she can end with: “Okay! I’ve told you what we can offer. How tell me what are your impressions, what are your priorities and what else do you need to know

now?”

Another option is for the speaker to have a question prepared. Ask something which you know the audience will have to answer. This often breaks the

ice and starts discussion. It may be possible to single out an individual who is most likely to have a question to ask you or a comment to make.

Task 6. Handling questions is thought by many speakers to be the most difficult part of a presentation. Why do you think this is? How do you think difficulties can be minimized?

Read the talk by Penny Yates about the difficulties that can arise in dealing with questions after a presentation.

Mark (+) the pieces of advice she gives.

a) Be polite ……….

b) Listen very carefully ……….

c) Ask for repetition or clarification ……….

d) Keep calm ……….

e) Tell the truth (most of the time) ……….

f) Don’t say anything you’ll regret later ……….

g) Check understanding if necessary by paraphrasing …….….

h) Agree partially before giving own opinion: ‘ Yes, but …’ ……….

What do you think is the best way to handle questions after a presentation?

Penny: It’s very important to listen vey carefully/That’s the first thing.

Listen. It can be useful to repeat or paraphrase the question,

you can check it that way, so you repeat the point the questioner

makes. That can help you, it gives you time to think. Also, always

ask for clarification if necessary.

What about the answer you give?

Tell the truth – most of the time.

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IT’S INTERESTING TO KNOW.

In some cultures, people expect business presentations to be formal, and technical. They don’t believe that an informal presentation can be serious. Other cultures prefer presentations to be informal and think that formal presentations are dull and ineffective. How would you describe your culture?

	Formal	Informal
Dress	Business suit, e.g. jacket and tie for a man	Casual
Body language	Tightly controlled; limited	A lot of movement and gestures
Relationship to audience	Not much interaction with the audience; no use of humour	A lot of interaction - asking and answering questions; use of humour
Language	Professional or technical vocabulary; longer sentences; more elaborate expressions	Everyday expressions and even slang.

PRACTICE 1. Search for the key words “presentation tips” to find out how you can make your presentation better in future. Tell your students about it.

PRACTICE 2. You are a Project Manager of Usui, a Japanese electronic components manufacture. You have to give a presentation to your colleagues. Important factors to include:

a) local employment conditions: well-trained workforce,

experienced in electronics industry;

b) local economic factors and market potential: strong growth in Singapore economy, good location, access to Southeast Asia market;

c) good economic potential in the region, major shipping centre;

d) available subsidies, favorable tax environment: government wants inward investment.

PRACTICE 3. You are a design consultant working for Land Inc., a New York-based financial services company. The company wants to build new offices for its European headquarters in Brussels. There are three proposals for the design. Present an overview of each proposal to senior executives of the company.

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a) Fox Lee Associates: British - $6.0m; - conventional air conditioning and heating system; - Neo-classical design.	b) Fukagawa: Japanese - $8.5m; -solar energy-based heating and air conditioning; -ultra-modern.
	c) Harald Khaan Group: American - $8.0m; - 20% more office space; - low-running costs, conventional heating; - modern design; - exceptional energy conservation.

PRACTICE 4. Here are the visuals from a brief presentation to management trainees studying international marketing. Use the information to give a short summary of international marketing strategies.

Begin as follows:

“Good morning, everyone. I’m going to give a brief summary of the transition from export marketing to global marketing. Basically, there are three phases in this transition. These are, first, export marketing, second, international marketing and third global marketing.

Let’s describe the first phase, which is export marketing …”

THE TRANSITION FROM EXPORT MARKETING TO GLOBAL MARKETING	PHASE ONE
Export Marketing
*Home base production and management *Direct selling to export markets *Agents and distributors *Possible sales centres in overseas markets *Low investment
PHASE TWO	PHASE THREE
International Marketing	Global Marketing
*Production expended to overseas markets *Local management *Cost centres abroad *Increased local employment *High investment	*Global brand name *Established in all major world markets *Global “identity” *Cost centres in all major markets *Complex global production *High investment

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PRACTICE 5. Look at the following chart. It shows how typical Americans spend their income.

	housing	35%		food	12%
	transportation	20%		disposable, i.e. health, investments, entertainment, sports, communication, etc.	33%

Draw a pie-chart, showing how you use your income today. Present your chart using the framework below:

a) introduce the first chart;

b) highlight points of interest;

c) explain anything unusual;

d) interpret what your chart says about you and your lifestyle.

PRACTICE 6. Prepare in about two or three minutes a short presentation on any topic you know well.

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