The Coffee Machine: the Most Dangerous Place in the Office?

Handling unexpected Q&A

How many times have you been stopped in your tracks by an unexpected question from a colleague? Who was it from? And where was it? When you were just leaving the office? In the lift? Or at the coffee machine?

The coffee machine can be the most dangerous place in the office! The CEO might just be passing, see you and ask for a quick update on a project you’re working on. Or the FD might want to know the reason for the variance in your actual spend v budget this month.

No problem – if you’re prepared. But what if you’re not?

Naturally you consider and plan the Q&A session at the end of a presentation. But the tricky question posed as you fill your coffee cup, can leave you at a loss.

You can find yourself suddenly on the back foot, defending yourself, and stuttering your way through an ill-thought out reply. And you can leave the machine with your reputation in tatters.

So what can you do to be prepared?

First of all, anticipate the sorts of impromptu questions you might be asked by colleagues. By creating a store cupboard of well-crafted messages, you can respond confidently and get the most appropriate points across – just when you need it.

Consider what your colleagues might want to know. What information could they want/need? What are the main areas of concern for them at the moment?

Next, decide what message YOU want to get across. Remember to:

• Establish your Key Message and any supporting points
• Use simple frameworks to help you to organise your thoughts
• Use simple syntax to express your message clearly and succinctly
• Select the best words to convey exactly what you mean
• Make important messages memorable by using a powerful metaphor/simile, or vivid example.

If you are managing any sort of change, anticipate the objections, criticisms and concerns which might be raised. To enable you to handle challenges confidently, use the Vocal Edge SHIFT method to help you respond (rather than react). This literally helps you to shift negative views – even entrenched ones – rather than creating hostile walls. You can use the opportunity presented by the unexpected conversation to build an important bridge between your colleague and yourself, and demonstrate your leadership communication skill.

If you need to improve your impromptu speaking skills and want to learn the secrets of how to :

• Handle difficult questions
• Turn round a negative perception
• Steer the conversation in a different direction.

Does this sound interesting? Contact us today and ask about our range of executive programs to suit your learning objectives.

Call Simon Cannon at Vocal Edge today on: +44 (0)208 579 6662 or email: simon@vocal-edge.co.uk