I was chatting with a team member of a consulting firm who said that because his organisation focused on innovation, it was necessary to articulate his ideas clearly. His problem: he often found himself struggling when approached in the hall by the head of another department or a senior executive. For him, it is much easier to speak in front of a large group than to master the “water cooler” vignette. He felt that larger venues allowed time for preparation and added that, “The impromptu meetings really catch you off guard.”

As he spearheaded a new department at his firm, he had numerous opportunities to make a lasting impression of his business acumen on his colleagues and superiors at the water cooler. He usually walked away from these impromptu meetings wondering if he had left them thinking more about his rambling communication skills than his brilliant ideas. He asked me, “How should I handle these moments appropriately?” This is what I told him:

Outside your home, ALL speaking is public speaking. There is no such thing as private speaking. You’re not alone if your someone who feels it’s less intimidating to deliver a prepared speech than to communicate off the cuff in a more informal setting. However, conversations on the elevator, or at the water cooler, can do as much to boost your career as giving a formal presentation.

So, how do you master impromptu meetings and on-the-spot interaction?

1. Have something to say that is of interest and topical. Stay informed by keeping up with the news and regularly reviewing your corporate report or newsletter. Have two or three relevant things to say at all times. You can even “rehearse” with a trusted friend for those chance encounters with CEOs.

2. Focus on others. The silver bullet in business and politics is the Like Factor, but it’s easy to concentrate so hard on what others think of you that you forget even VIPs care what others think of them. Stay informed about what’s happening in your company so you can congratulate people on their achievements or refer to a previous conversation. For example, “How was that trip you took last week?” Your sincere interest in people will make a lasting impression.

3. Ask questions to start a conversation. A bright but introverted friend of mine has a gregarious wife who often drags him to parties where he doesn’t know anyone. He used to sit in a corner with a drink in his hand, inspecting the carpet. Then I showed him the question-asking technique. At the next gathering, he inquired about the hostess’s work. “I’m an emergency room nurse,” she said. “What is your average day like?” he responded. They talked for an hour. As the couple prepared to leave, the hostess told my friend’s astonished wife, “Your husband is the most scintillating conversationalist I’ve ever met.” Moral: When you make people feel important, letting them talk about themselves and sharing what they know, you earn a reputation as a brilliant conversationalist, even if you’ve hardly said a word.

4. Praise others. For example, be sure to highlight your entire team rather than just your own efforts. Express your pride in them and highlight their notable accomplishments. It makes you much more likeable, and the unavoidable implication is that you are a good leader.

5. Overcome shyness. When you find yourself in an elevator with a VIP, forget the power plays and do what would make your mother proud. Be cordial, smile, breathe deeply, and take the initiative. Say, “Good morning Mr./Ms. Big Shot. I’m not sure if you remember me. I am Patricia Fripp, and I work in the communications department.” Then congratulate them on a recent success – a speech, published article, award, or contract. Or mention very briefly an achievement in your department: “Did you hear how we saved the company a quarter of a million dollars?” You’ve got seconds to connect, so don’t try to pin Big Shot down. Perhaps Big Shot will stop to continue the chat when you reach your floor, but more likely, you’ve planted the seeds for future conversation.

“I use your Fripp outline prep format for every speech, sales presentation, internal training, and even conference calls I deliver. It has significantly accelerated my preparation and made it more effective. The ‘character and dialogue’ concept makes these presentations not only more enjoyable for my listeners, but also a great deal more enjoyable for me! Before your coaching, I wasted hours trying to prepare.”
Libby Easton, Director of Business Development, ADP

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