How to Answer Difficult Questions in a Meeting

Introduction

Hello! It’s Kristine here with the Express to Impress podcast. Today, I’m going to be advising you on how to handle a common yet challenging situation in business meetings. Someone asks a difficult question, and you’re not sure how to answer it. In today’s episode, you’ll learn how to answer those difficult questions in meetings. 

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Now, let’s begin!

Common Difficult Questions in Meetings

Since the arrival of Covid-19 in early 2020, more team meetings have taken place virtually than ever before. That means running effective meetings has become more challenging. In many workplaces, employees don’t even turn on their cameras, so there’s little accountability. Suffice to say; most people are probably multitasking while others are speaking or presenting. 

Of course, those who organize meetings want them to be effective. If engagement is low, the speaker may resort to asking pointed questions to individuals. If you’re asked a direct question in a meeting, and you haven’t been paying attention, it will be difficult to answer the question. Or perhaps you’re the speaker, and someone asked you a question you already addressed – revealing that person wasn’t paying attention to you.

Lack of quality participation is just one source of difficult questions in meetings. 

Maybe there’s a new team member, and they’re trying to impress everyone. So, they ask a series of tough questions, and you’re on the receiving end. In doing my research for this episode, I even ran across an article titled “22 Questions to Ask to Sound Smart in Meetings.” Just what we need–people asking questions not because they are necessary, but because they want to seem smart. Ay-yay yay!

Another possibility is that a team member asks you an excellent question, but you’re unprepared to answer it, or not even the right person to answer it.

There are many types of difficult questions that can come up in a meeting, and we’ll dive into handling a variety of them in the tips section.

First, though, I want to tell you about some of the experiences my clients have faced with difficult questions in the office.

Story About Answering Difficult Questions

For many of my clients, English is their second language, and they are working in English. There may be multiple instances where they are asked a question during a single workday and are unsure of the question. Perhaps they didn’t hear all the words because of the person’s accent, the speed of speaking was too fast, or the question was asked in a roundabout way. From an outside perspective, the solution seems simple: ask the person to repeat the question. Yet, many of my clients admit they often do not ask for clarification and instead make up an answer to what could have been the question.

Responding in this way creates confusion. Yet, their counterpart is more likely to pretend the person has answered the right question than to point out the problem. If the interaction takes place in a meeting, others often don’t volunteer to clarify the question either. While their intentions are kind, they have also contributed to ineffective communication. 

Most of my clients know how to ask for clarification, so what I focus on instead is on helping them adjust their mindset. They often feel shame and believe their English ability is the source of the problem.  I remind them that communication challenges are common and experienced by non-native speakers and native speakers. I also remind them that not every native speaker is a good communicator. There are native English speakers who ramble, ask questions in an unclear way and use idiomatic expressions that a non-native audience may not be familiar with. Americans are notorious for using advanced vocabulary that is difficult for non-native English speakers to understand, in part because most Americans don’t speak a second language. Therefore, they don’t understand how important it is to simplify language and speak slower and more clearly to ensure effective communication occurs.

I also remind them that every professional must frequently ask for clarification whether they are native or non-native English speakers. It is not a sign of weakness or poor listening skills but an indication that a person is a good communicator who cares about effective communication. 

Finally, I also remind them that not speaking up will only encourage their colleagues to continue to talk in that manner. But if they ask them to repeat themselves, speak more slowly, or clarify what they just asked, it may make the person more aware, and they may try to communicate more carefully. Everyone benefits from effective communication, and asking for clarification is crucial to ensure it takes place.

Tips on Answering Difficult Questions

Now, let’s look at what to do when you receive a difficult question.

Never Make Up an Answer

Unrealistic expectations, fear of embarrassment or criticism, and other factors may influence some people to make up an answer when they don’t have one. While it may be tempting, lying can quickly shatter trust you’ve worked hard to build, so it’s best to avoid it. Dan Ariely, a Behavioral Economist and professor, elaborates on this topic in his book “Predictably Irrational, The Upside of Irrationality and The Honest Truth About Dishonesty.” He says,

We have slippery slopes. We don’t have slippery ascents. Once an environment has had dishonesty introduced, that new normal spreads.

You don’t want to be the person who lowers the bar for honesty in the office.

Arrive Prepared

If you will be speaking on a predetermined topic in a meeting, consider what questions the attendees may have in advance. What do they care about? What matters to them? Be ready with answers to potentially challenging questions. 

Ask for Repetition or Clarification

Sometimes a question is difficult because you’re uncertain what the question is. If someone asks you a question in a confusing way or you can’t hear them clearly, don’t hesitate to ask them to repeat themselves or clarify what they said. Here are some examples:

I’m afraid I didn’t catch that. Could you repeat your question?

Sorry, but I couldn’t hear you clearly. Could you please say that again?

I’m afraid I don’t follow you. Could you be a little more specific?

Sorry, that wasn’t totally clear to me. Could you tell me what you mean by that?

Buy Yourself Some Time to Think

If you’re unsure of how to answer a question, don’t be afraid to buy some time to think of an answer. You can do this by repeating the question to confirm you understand it. 

So in other words…is that right?

You can also pause to think before answering, but be sure to let others know you are going to take some time to think. 

Great question! Hmm, I need a few moments to think about that.

Ask for a Recap If Needed

What should you do if you are asked a question, and you’ve been spacing out in a meeting? The best approach is to own up to your mistake. You’ll only make the situation worse by guessing or rambling. Instead, apologize, and mention something you remember from the discussion if possible. Then, ask for a recap so you can answer. 

I’m so sorry, Janet, but I’m not fully up to speed on the discussion. Your idea of continuing to work from home piqued my interest, but my mind wandered a bit to think about what that would mean for me. Would it be possible to give me a brief rundown of what I missed so I can share some thoughtful input? Again, I’m sorry for the inconvenience.

What to Do When You Don’t Know the Answer

If you don’t know the answer to a question, you can ask for help from another person in the meeting or ask for time to find the answer. 

Here’s how you can ask for help.

I believe Sam and Danielle are experienced in this area. Any thoughts on answering the question?

To ask for time, you could use one of the following statements:

Great question! I’m not sure, and I want to give you an accurate answer, so I’ll look into that and follow up with you by the end of the week.

Excellent question. I don’t have that information at hand, but I’ll get back to you later today.

What to do When You Don’t Have the Authority to Make a Decision

Sometimes we’re asked questions that require a decision. If you don’t have the power or responsibility to make a decision, you get to pass the buck. In this case, you want to be supportive but remain non-committal.

That’s a great idea, but I don’t have the authority to authorize it. I’ll be sure to run it by upper management and get back to you.

How to Respond to Criticism

If you sense criticism and feel threatened by a question or the way a person asked a question, resist the urge to be defensive. In most cases, you’ll be on the same team as the person asking a challenging question. It’s not you against them. Remember that not everyone can articulate questions perfectly politely – perhaps because they feel anxious speaking in front of others, threatened in some way, or simply don’t have the best communication skills. With those things in mind, do your best to respond compassionately and productively. Start by sharing a verbal softener to lighten the mood. 

Thank you for your question.  

That’s a very interesting question.  

Thank you for allowing me to comment on that.  

Thank you for raising this point.

Then, do your best to consider the person asking the question. What is their role in the company? Why could they be asking the question? Is there a need they have that could be driving the question? What matters to this person? The answers to those questions should influence your response. Here’s an example. 

I’m glad you asked that. Listen, I know the changes I’ve introduced are a lot to wrap our minds around. These changes are in no way directed toward any person or department. They have been in the works even before COVID hit, and we feel the right time to move forward with them is now. Here’s what I know about the implementation of the plan…

How to Wrap It Up

If you are asked many difficult questions that are derailing progress, you can find another time to meet to address those questions in more detail.

I can see how important this is to all of you. As I see it, we’ve pretty much covered it as best we can for now. I also want to make sure we make it through the other agenda items. Why don’t we schedule a sit-down two weeks from today to go over things in more detail? I will have more answers for you by then.

Use the PREP Framework for Questions on the Spot

Sometimes, we’re asked a question on the spot and need to share our opinions. In this case, I encourage you to use one of my favorite communication frameworks–the PREP framework! It’s a great guide to providing a thoughtful and organized response. Here’s how to use the PREP framework.

• Make a point succinctly to explain what you think
• Provide one or more reasons to explain why your point is true
• Provide evidence, an explanation, or an example to show how you know it to be true
• Reiterate your point

Here’s a sample question and answer using the PREP framework.

“Why don’t more people work with interview coaches before interviewing?”

I believe the main reason more people don’t work with interview coaches, or coaches in general, is that there’s a bit of a stigma around it. University students, executives, and everyone in between work with interview coaches and get great results. Yet, people aren’t proud of it the same way they are when earning a certification. They don’t make a big announcement on LinkedIn or add it to their resume.

For example, many people only come to work with me after failing for months or years to get a job on their own. Yet, most people would benefit from interview coaching before they show up to their first interview. Another example I have is that many of my clients who land jobs are hesitant to allow me to show their name and picture on my website with their testimonial. It seems there’s a hesitancy to work with or admit working with a coach. So, I believe it is the stigma around coaching that holds people back from working with an interview coach.

Alright, now you know how to answer all sorts of difficult questions in meetings! I recommend you practice saying these phrases out loud to commit them to memory.

Let’s Work Together!

I love helping talented professionals worldwide present themselves to potential employers in job interviews.  But despite a person’s accolades, convincing someone else that you’re capable and can add value as an employee is tough! 

I show people new ways of communicating to increase understanding and connect with their interviewers. When I met Bruno, he worked in Paris and interviewed for a job in Miami to join his wife, who had just moved there for work.  Here’s what he said about working with me:

Kristine was the most engaged and prepared professional I have ever worked with. She gave some precious pieces of advice and techniques for my interview, and I could not be more satisfied. We met just one time, and I got the job! I am so happy.

To see pictures and more testimonials from my clients, visit my website at  express-to-impress.com/interview-preparation-results. 

And if you have an interview coming up–either a job interview, medical residency interview, fellowship interview, or academic interview–I would love to work with you. You can schedule a free consultation or book a mock interview with me on my website at express-to-impress.com. 

Tune in Next Week

That’s all for today! I invite you to tune in next time to improve your English skills. You’ll learn definitions of phrases and idioms from this episode. 

Thank you so much for listening to the Express to Impress podcast. If you found this episode useful, please remember to share it with a friend! See you next time. Bye!

 

Music By Lucas Knutter