In a scene with Colonel Nathan Jessep (Jack Nicholson) set in Cuba at the lunch table, Lieutenant commander JoAnne Galloway (Demi More) has all the reasons to lose her confidence, her voice, and authority. The same could be said for Lieutenant Kaffee played by Tom Cruise. But of course, the script is so good and the characters so well-developed that the scenes keep flowing uninterrupted.
Who wouldn’t want a perfect script handed to them, when surprised with questions and comments we didn’t expect.
How do we avoid being flustered with unexpected questions in meetings or presentations?
Here are some tips for answering with calm and professionalism, referred to as impromptu speaking:
1. Use delay tactics
When you are not sure what to answer, pause, don’t feel pushed to answer immediately. Repeat the question or ask some clarifying questions in order to gain time. Confident leaders are known to take their time and not feel pushed by anyone.
2. Reframe the problem
Learn to reframe the problem at hand (see point 6) and stress the elements that you find the most significant. State a few arguments that support your opinion. If your are aware that your proposal could have unwanted consequences, name them as a counter balance. This way, you will demonstrate second-order thinking and strategic approach to the problem.
3. Use examples
State examples from your work or private life where applicable. Stats and numbers are important, but telling a story is even more powerful.
4. Keep it short
When you have brought across your main message, cut the speaking. If you are not sure how to continue on the topic the longer you go, the higher the probability you will get entangled in the process or just rewrap the same information.
5. Say you don’t know
If you are really not sure what to answer, say you don’t know and try to get back with information asap. If possible ask someone to get the data already during the meeting. If you are purely stressing your opinion make that clear as well, and check the data afterwards.
6. Observe
Observe others in the meetings, especially those that people listen to and value their opinion. Perhaps you are lucky and you can learn from your bosses and colleagues. Still, pay attention and make your own judgment about the value of their response – the “what” & “how”.
7. Practice
The best way to learn impromptu speaking is to actually practice it as much as possible on random topics for 1 – 2 minutes. Ideally this should be done with more experienced colleagues or mentors so you can get the feedback.
Image: Alamy, Demi Moore in A Few Good Men, 1992.