Connecting: Preparation helpful for off-the-cuff speechmaking

Marlene Chism, president of ICARE Presentations in Springfield, works with companies that want to build strong business relationships and with individuals who want to be better communicators.

Dear Marlene,

I just accepted a position within my company that is going to require that I become a better public speaker.

Although I am fairly comfortable with prepared presentations, it is common for me to be called on at informal company meetings to speak about an ongoing project or give a report without any advance notice.

Speaking "off the cuff" is not one of my strongest suits, and I sometimes dread these meetings.

After I leave, I always think of things I could have or should have said. Do you have any suggestions for looking polished when I am called on to speak without prior warning?

Kim

Dear Kim,

Many people say that they are great at one-on-one conversations but terrified of speaking in public. However, most of us participate in public speaking every day. After all, even a conversation in the hallway or at the water cooler is off-the-cuff "public speaking."

Yet, being called on in a meeting without prior notice is the most intimidating kind of public speaking. Even though off-the-cuff speaking," is more informal, there are still ways to prepare for the informal and impromptu public speaking that most of us do every day.

Prepare

If there is an agenda, look it over before the meeting and see who is on the schedule to present information. Think about your relationship to that person and your connection to, or participation in, that part of the project.

Ask yourself if there is anything that others might be interested in and how you should deliver that information.

Keep it short

Avoid the temptation to ramble. It's amazing what you can communicate in two minutes if you simply stay on track. Say what you need to say, use a few facts or statistics to back it up, then be seated.

Organize

When you are called on unexpectedly, you can automatically create an outline for yourself by using various methods of organization.

One way to organize is to use three points. (Make sure you actually cover each point and stay with each point instead of wandering all over the place.)

Another method of organization is to use "compare and contrast," and still another is simply to tell a story.

Tell a story

Stories are all around you. Start paying attention to the opportunities that present themselves and arrive armed with one of those examples at your next meeting. An easy method is to think of ways to involve your co-workers by mentioning an achievement of theirs, then asking them to expand upon their accomplishment.

People will look forward to hearing you speak if they know that you are always noticing what they do right.

Ask a question

If you can't think of a story, you can use a question to frame your talk. Begin thinking in terms of unanswered questions and potential answers before you attend any meeting. Asking a rhetorical question is a good way to begin your short talk. On the other hand, asking a literal question is a way to involve others and get additional input.

Switch gears

Turn the conversation back to the meeting chair or someone else in your group. To buy some time, repeat the question for others, and then comment on your enjoyment of the project as you give credit to others who were involved. Then invite them to give their 2 cents.

Build on what others have said

It's a good idea to take notes at meetings so that you can build and expand on what has already been said. Place stars or bullet points by noteworthy items; then when you are called on, it will be an easy way to segue into a short presentation.

Stay current

Keep up by reading your Business Journal, daily paper and other sources of local information. Become conscious of two or three topics at any given time that might be worthy of adding to the discussion.