Engineering Communications

The Introduction and Part 1 to this series are available via the links.

Part 2: Impromptu Speaking

In Part 1, I looked at prepared speeches, the ones where you get enough notice to be able to write, review and practice a script. In Part 2, I'm going to take a look at impromptu speaking: those times when you are put on the spot to make a coherent and cogent statement about something, be it your latest project; your opinion on a news story or your feelings about the winner of Strictly Come Dancing.

Often, impromptu speaking is thought of only in workplace terms – giving reports and the like. However, there are many situations outside of work where the skills can be applied: giving a vote of thanks; introducing yourself at a party; and returning something to a shop are just three examples.

There are a number of techniques you can use to assist you in making a success of these opportunities to speak.

The first is to repeat of rephrase the question. This has two effects:

1. You check that you have heard the question correctly; if you rephrase, you can also check that you have understood the thrust of the question
2. It buys you a few more seconds of thinking time!

The second is to to breathe.

This sounds very simple and extremely obvious, however, it is surprising how many nervous speakers forget to do this very thing. Result: voice cracks, brain freezes and you end up gasping like a fish.*

Instead, take a breath just after you repeat the question. Take another after your first point; and another after your second point – you may be able to see a pattern here. By then, you should have got into the habit and will be breathing and speaking alternately and naturally. If something throws you, and you have to make a choice: choose breathing first and you'll find the speaking follows quite naturally.

Now you've confirmed the question, worked out how to breathe and speak alternately, we can consider what you are saying:

• Do you answer the question directly?
• Do you take an alternative view?
• Do you answer the question you wish had been asked?**

All of these are valid responses, in different circumstances. Only you can decide which is appropriate to the situation facing you at any given time.

An impromptu speech is still – yes – a speech. So it should have a beginning, a middle and an end. The body should be logically organised. If you don't believe this is possible in a short response, time yourself speaking for 2 minutes, see how much you can say and how many ideas you can cover in that time.

Alternatively, search youTube for Toastmasters Table Topics and watch some of the examples there. You'll be surprised at how much can be said in two and a half minutes, and how much better it is with a good structure.

Your local Toastmasters club will practice impromptu speaking at at each meeting. Guests are encouraged to join in with this part of the meeting, so head along an have a go: you have nothing to lose but the fear!

*ok, so there may be a touch of hyperbole in there. Speech 4: How to say it.

** It's not only politicians who do this!

© ER Productions 2010