Ever suffer from brain blank at a meeting? Or find yourself embarrassed because you couldn’t answer a question? Well, kiss that foggy feeling good bye. The next time you find yourself on the receiving end and have to answer questions, remember this.
Right off the bat, chances of you being asked to attend any company meeting that has nothing to do with your work or position is so far out of the ballpark, it’s not even worth considering. You are there because of your experience, your knowledge of the topics being discussed, and because the meeting organizer(s) believe you have something of value to offer. And, the odds are high you will be asked to answer questions. So, be prepared.
What happens if you are asked a few minutes before the meeting to say more than just a few words? While the ‘deer in headlights’ look might be great photo opt for Facebook, it won’t do you any favors here. Breathe deep. Pause, and ask the person in charge of the meeting to give you a few minutes to organize your thoughts.
Don’t even think of doing a data dump. You don’t have time to present everything, nor will those at the meeting care. Get laser focused. Start slicing and dicing what you know. If you had to leave this planet right after the meeting, ask yourself what key information would you like to leave participants, and why? Then give it, providing one or two examples in a way, that best reflects the purpose of the meeting.
Here is a simple, but very effective formula you can use anytime someone has caught you by surprise to answer questions, or has asked you on short notice to give a brief presentation. It’s the P.R.E.P. method.
Point: State your Point.
Reason: Give a Reason for why this is your point.
Example: Give an Example (or two) that will support your point.
Point: In your close, state your Point again.
If you put this organizing technique into practice, you will always be prepared to answer questions that pop your way.
Here is another tip, when it comes to questions, never ever preface the answer to any questions or begin any presentation with apologies that show you weren’t ready for the meeting. Saying something like, “I didn’t realize I’d be asked to say a few words…” or “As you know I’ve only been in this department (or) with the company a short time…” will do nothing to build your self-esteem or heighten your reputation with coworkers and management. No matter who we are, you can always find someone who would be happy to say a few negative words on your behalf, so why lend them a helping hand?
Being able to communicate effectively on short notice whether this means answering questions during a meeting or giving a brief impromptu presentation, is a career defining skill no one should be without.