Asking and answering questions in public

A question-and-answer exchange at a meeting, conference or webinar depends on clear, specific questions and focused, accurate answers. Preparing questions, anticipating likely questions and listening carefully help the exchange stay useful to the whole audience.

The answer sought

Poorly phrased questions and answers impede understanding. ¹ Recognising the kind of answer sought helps a questioner choose an effective form. ¹

Specific questions usually require a categorical answer, either yes or no, such as “Did the investigation uncover the index case?”, or a fact, such as “How many case-patients were identified?” ² Factual questions often begin with what, when, where or who. ² A yes-or-no question restricts the answer and usually makes the exchange straightforward. ²

Open-ended questions can seek conceptual answers based on analysis, synthesis or evaluation, such as a request to elaborate on the reasons for a high case count. ² Their answers can require more in-depth analysis and interpretation. ^{2, 3}

A presupposition question embeds an assumption or judgement, often a critical one. ³ “Weren’t the investigators unable to find the outbreak’s source?” implies that they failed to locate it. ³ “Why did the investigation wait three days?” likewise embeds an assumption about the delay. ³

Asking a question

Recommended practices for asking questions cover preparation, focus and courtesy. ⁴

1. Decide what kind of answer is wanted before raising a hand or approaching the microphone: a specific answer or a broader one.
2. Formulate a precise, focused question rather than simply seeking the fewest words. Think it through or write it down before asking; if it takes too long to write, it may be too long to ask.
3. Stay on the topic under discussion. Tangential questions and comments disguised as questions can confuse the presenter and audience.
4. Ask one question at a time so the presenter can follow it and concentrate on the answer. If a follow-up is needed, mention it and ask permission when putting the first question.
5. Use care with why questions, especially negative ones, because they can sound critical or accusatory. What or how questions are often a better way to obtain information.
6. Remain polite, including in disagreement or when correcting inaccurate information. Avoid rude, confrontational or argumentative questioning and the temptation to show off superior knowledge.
7. Avoid repeated compliments. The first questioner typically opens with brief praise for the presentation; later questioners need not repeat it.

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Answering questions

Recommended practices for presenters begin before the talk and continue through the exchange. ⁵

1. Anticipate likely questions and prepare and rehearse the answers, using familiarity with the presentation’s content.
2. Clarify, where appropriate, whether questions will be taken during the presentation or held until the end; the arrangement depends on the context.
3. Listen to the whole question without interrupting or mentally rehearsing an answer while it is being asked. Pause for a few seconds to think before responding; restating the question can help with that thinking.
4. Repeat the question for people who may not have heard it, exactly as asked. Repetition matters particularly in a large room, where people behind the questioner may not hear; it may be unnecessary in a small room or when all questions are asked at a microphone.
5. Ask politely for clarification if needed. If a paraphrase is necessary, ask whether it captures the intended question and is acceptable to the questioner; this shows respect. A request to explain what X means can also give time to collect thoughts.
6. Admit when the answer is unknown rather than fumbling for one, and offer to follow up and contact the questioner with it. If still unable or unwilling to answer immediately, turn the question back to hear how the questioners would answer it.
7. Give short, precise answers so one question does not consume most of the allotted time. Offer to continue the discussion afterwards if the questioner insists.
8. Remain courteous and avoid defensiveness even when questions are hostile, contentious or aggressive.

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