This month's coaching tip was prompted by a question from a subscriber to Management Challenges. She wrote with the following situation. I am an experienced manager in a pharmaceutical firm and need help with a communications problem. Let me first point out that I have no difficulty delivering prepared presentations. My problem occurs during meetings where I am asked to comment "off the cuff." I generally end up not sounding very knowledgeable or confident. In some cases, I draw a blank and mumble something that I hope will satisfy the questioner.

Management Challenges Answers:
The following tips should go a long way in solving your problem. Anticipation is the hallmark of successful extemporaneous speakers. In a recent meeting with a client, he explained that his organization's sales people are taught that the customer should never ask a question for which the sales rep doesn't have an answer. This statement speaks to the importance of anticipation.

Prior to attending important meetings, identify questions you might be asked and how you will answer them. After a while, this practice will become second nature to you. If you are asked a particularly difficult question, repeat the question to buy yourself time. Sometimes when you are asked a question requiring a detailed answer, try constructing your answer with a brief three-part approach. Begin with a comment on the background of the issue, followed by the current situation and then speak to possible future outcomes. This simple structure can be extremely valuable when you are caught off guard.

To keep from giving answers that are too long or rambling, follow the advice of author Marian Woodall. In her book, Thinking on Your Feet - How To Communicate Under Pressure, she recommends that we add only one piece of information to support our answers. "Most of the time you will satisfy the seeker, enabling him to proceed to the next topic." By giving only one piece of evidence you appear knowledgeable, professional and succinct. Ms. Woodall's book is featured in the Recommended Reading section of Surviving a Career Armageddon.

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