Impromptu conversations are integral to our daily interactions, whether in interviews, business settings, or social gatherings. Yet, they often receive the least attention, leading to missed opportunities or moments of discomfort. While I excel in prepared speeches and written communication, impromptu conversations, especially in the presence of senior figures, have been a stumbling block. This realization struck home when a senior executive bluntly pointed out my communication shortcomings, prompting a quest for improvement crucial for career advancement.
Acknowledging the Challenge
Effectively navigating impromptu conversations requires verbal fluency and a structured approach. With this in mind, I explored various frameworks. I settled on two consistent methods commonly taught at prestigious institutions like Stanford University, tailored to suit a variety of scenarios.
Overview of Frameworks
STAR Framework: Structured Responses
The STAR framework provides a structured approach to crafting concise and impactful responses. It consists of four key components:
- Situation: Briefly outline the context or challenge.
- Task: Define the objective or goal.
- Action: List 3-5 actions and then explain each action briefly that is taken to address the situation.
- Result: Summarize the outcome or impact of your actions.
PREP Framework: Concise Communication
The PREP framework is designed for swift, focused communication, particularly in meetings or casual exchanges. It comprises five essential elements:
- Point: Clearly state your main point or argument.
- Reason: Provide 3-5 reasons and briefly explain each supporting the situation.
- Explain: Offer supporting evidence or anecdotes to reinforce your argument.
- Point (Restate): Recap your central point for clarity and emphasis.
Putting the Frameworks into Practice
Example 1: Using the STAR Framework in an Interview (Hypothetical Situation)
During a job interview, Interviewee was asked to describe a challenging situation encountered at work and how it was handled. Applying the STAR framework, Interviewee succinctly outlined the following:
- Situation: An unexpected production outage that affected customers on the East Coast.
- Task: The Interviewee prioritized restoring service and addressing customer concerns.
- Action: The Interviewee said he implemented three things: a war room strategy, communicating with stakeholders, and conducting root cause analysis. Then, the Interviewee explained each action in detail.
- Result: The issue was swiftly resolved, minimizing customer impact and demonstrating practical crisis management skills.
Example 2: Employing the PREP Framework in a Team Meeting (real-world situation)
I proposed adopting a new testing tool during a team meeting to streamline our testing effort. Using the PREP framework, I conveyed my point effectively:
- Point: We should buy this tool instead of building ourselves.
- Reason: Because of these 3 reasons: Not our core competence, time to build and maintainability, and Capex (a team to develop and maintain) vs. Opex (pay as you go and request/receive new features).
- Explain: I have built similar tools from the ground up in the past. It was estimated to take 6 person months, but it turned out to be several person-years. It still needs to meet all our requirements and requires constant attention.
- Point (Restate): That’s why I firmly believe in buying this tool as a Service and focusing our time and energy on a core business problem that is expected from our team.
Embracing Improvement
Armed with these frameworks, I conducted a week-long experiment to assess their effectiveness firsthand. By embracing structured approaches to impromptu conversations, I overcame communication hurdles and positioned myself for future career advancement.
In Conclusion
Impromptu conversations are not to be feared but embraced as opportunities for growth and connection. With the right strategies, we can navigate these encounters confidently and clearly, unlocking their full potential in both personal and professional spheres.