Clear and Cogent

Answering a question with a waterfall of information and opinions doesn’t impress the questioner with our managerial abilities.  Management is all about identifying what is important and communicating pertinent information. If we can’t answer a question well, we may develop a reputation for poor analytical skills and indecisiveness. 

In many situations, answers to potential questions can be rehearsed, particularly for job interviews and project presentations.  Anticipate questions on the key points, contentious issues, and favourite topics of individual listeners.  Create a document, adding to the potential questions as you think through the issues.  At the same time, start adding in answers and key words for supporting information. 

A couple of days before the big event, hone the answers into clear, precise, relevant responses (in point form or statements).  Each answer should have about three main points, avoiding multiple answers squished into a run-on sentence.  Select the most relevant points and state them in a way that encourages the listeners to take notes. Use brief examples from already well-known situations or projects.  Any additional points can be used if the questioners ask for elaboration.  On the day, review and have your notes handy. Then, speak with confidence, only glancing at the notes if absolutely necessary.

After some time, using this format for responding to questions will become a confident skill.  You will be able to use the technique in unfamiliar situations when preparation has not been possible.  Answering all questions with clear, cogent responses will demonstrate your ability to manage in a wide variety of situations.