Module 4. Oral communication and organizational skills

Lesson 15

IMPROMPTU PRESENTATION AND EXTEMPORE

15.1  Introduction

Though oral communication happens to be a part of basic communication skills (which has been already discussed in lesson-6; section 6.1), yet oral communication per se needs elaborate discussion. Hence in this lesson, various dimensions of oral communication viz. impromptu, extempore, public speaking, group discussion, etc. have been discussed at length. Further, skills involved in organization of events like seminars, conference, etc have also been dealt with, in this lesson.

15.2  Impromptu presentation

A speech and/or event that involves an eight-minute speech (with up to three of these eight minutes available for use as preparation time) is known as impromptu speaking. The preparation time is known as prep time, or simply preps.

This event varies depending upon the situation; and, the time allowed also varies at different levels:

· The speaker at the college level is granted 7 minutes to divide, as he or she sees fit.

· Another variation exists in which the speaker must speak for five minutes and half of a minute is given for preparation time. The speaker is given a slip of paper, which provides three choices for his speech. The topics can be abstract or concrete nouns, people, political events, quotations or proverbs.

· There is another variation where the speaker is given an envelope with slips in it, each with a quotation. They have to draw 3 slips of paper, choose one, and then put two back. They are then given 5 minutes to prepare a 5 minutes’ speech on the subject.

Even though the format seems to be simple, it takes time to construct a speech in that time and talk on your feet. It is difficult to have mastery in this event, but many enjoy it, because one does not have to prepare for the event beforehand. Impromptu speeches need not be factual and are indeed encouraged to be humorous. There is a "triad" prompt in some impromptu rounds, where the participant is given three key words to talk about and connect during the speech.

15.2.1  Types of Impromptu

15.2.1.1  OHSSL impromptu (Ohio Impromptu)

In this type, the speaker is provided with seven minutes of time to divide at his own discretion between prepping and speaking. All topics are quotations and generally random, but occasionally may be random. It is also more factual and less humor-based, resembling extempore. Other structures can also be used. Double analysis is normally used by experienced impromptu speakers. The ratio usually being used by experienced speakers to divide the preparatory and speaking time is 1:6.

15.2.1.2  Editorial Impromptu

 It is an attempt to return “impromptu” to impromptu speaking. The students are given a short editorial (ideally 3 to 5 paragraphs) to which they will develop a response. The students are allowed nine minutes to divide between preparation and speech time. At least five minutes must be used for speaking. Limited notes, prepared in the round, are permitted. The speech should involve the development of an argument in response to the idea generated or opinion shared in a given editorial.

15.2.1.3  High School Competition

In high school speech and debate competitions, thirty seconds are given to the competitor to select a topic from a set of topics (usually three).  During those 30 seconds, the competitor must also compose a speech of five minutes with a 30 second grace period.

15.3  Structure of the Speech

An impromptu speech is simply a mini-speech and therefore it has: an Opening, a Body and a Conclusion.

15.3.1  Opening

· Open by addressing the Chairman or Master of Ceremonies, e.g. Mister/Madam Chairman

· Brief introduction/opening sentence – attention getting

15.3.2  Body

· Cover the main points (Try to find one or two central themes )

· Use clearly worded simple sentences and try to link the themes

15.3.3  Conclusion

· Be brief and look for an elegant closing that links back to the opening

· End by acknowledging the Chairman or Master of Ceremonies

A general outline for impromptu speeches is as follows:

1. Introduction/Roadmap (1 minute)

2. First section (1 minute)

3. Second section (1 minute)

4. Third section (1 minute)

5. Conclusion (1 minute)

The introduction should begin with a catchy beginning, the statement of the topic and an outline of the speech. The conclusion is usually like the introduction except backwards, ending with a profound statement. There are many kinds of formats that can be used for the three body points. For example, if the topic is a quote, a competitor may go over how the quote is true, how the quote is false, and why they believe what they believe. Some other examples are: past, present, future; local, national, international. More advanced speakers use formats that look deeper into a subject such as: physical, moral, and intellectual; books, video, digital (media.) However, many speakers choose not to follow a format at all. Most beginners who fail to follow a solid format often find themselves lost in a jumble of ideas.

15.3.4  Benefits of effective impromptu speaking skills:-

· Improves oral expression of thought

· Develop confidence in public speaking

· Think quickly on your feet

· Develop leadership and communication skills

15.3.5  Techniques to Deliver a Better Impromptu Speech                                             

15.3.5.1  Give yourself time to prepare

· Take deep breaths

· Rise slowly from your chair and walk slowly to the lectern (or stand behind and away from your chair)

· Use this time to collect your thoughts and decide on the purpose and plan of your speech

· Think about the opening sentence.

· Always remember that never start the speech immediately.

15.3.5.2  Feel confident

· Look around at audience and smile. Stand tall.

· Don't slump, don't fidget, don't grasp the lectern, don't put hands in your pockets

· Speak and act in a confident manner

15.3.5.3  Slow delivery

· Gives you time to think ahead

· The audience has time to absorb and react to what you are saying

· Helps you reduce umms and ahhs

15.3.5.4  Focus

· Keep the focus on the subject while talking

· Don't think of any negatives (eg being unprepared)

· Talk directly to the audience and adapt to their feedback

· Maintain good eye contact with the audience

· Be brief and to the point

· Don't ramble or say too much on the subject

· Speak at the audience's level

15.3.5.5  Sources of Content

· Personalize: This is the subject you know most about. Audience can relate more easily to personal topics - they probably have similar experiences.

· Your opinion

· Humour: Breaks the ice with the audience and relaxes you

· Other: Current events, something you have read or seen (newspaper, book, TV), knowledge of pertinent facts

15.4  Methods to Determine Content

The following methods are for guidance only. You don’t have to use them however they may help you to think quickly on your feet. You may develop other techniques that suit your style of speaking better.

· PREP Method (When asked to express an opinion - to inform, persuade or inspire)

· Point: Make your point (Opening)

· Reason: State your reason for making the point (Body)

· Example: Give an example to justify your previous remarks (Body)

· Point: Drive home the point again. Links the conclusion back to the opening.

· Past, Present, Future Method (Body)

When asked for your comment on a particular topic:

· Point: Make your point (Opening). Be brief.

· Past: What happened in the past? Reflect on a past issue. (Body)

· Present: What is happening today? (Body)

· Future: What will/could happen in the future? (Body)

· Point: Drive home your opening point. Reminds audience what the point of your speech was all about. (Conclusion) Be brief.

Be Prepared

There is a good chance that you will be unexpectedly called upon to give an impromptu speech at a Toastmasters (Table Topics) or others (business, club or P&F etc) meeting. Try and pre-empt possible topics that may arise, such as those from current events or contentious issues. Have an emergency speech available.

Speech Time

· In Toastmasters: Club level (Table Topics) : 90 secs

· Competition level: 2 minutes

· Speechcraft : 60 secs

· Elsewhere: 3 to 5 mins (whatever seems appropriate to occasion)

15.5  Summary

· Deliberately rise from your chair very slowly and pause for a moment. Use this time to decide on the purpose and plan of your speech

· Keep the focus on the subject while talking, and don't think about any negatives such as being unprepared or that you will look or sound foolish. Rather, think about the subject. Look for opportunities to bring in humor.

· Talk directly to the audience and adapt to audience feedback.

· Be brief and to the point. Guard against rambling and the temptation to say too much about the subject.

· Remember, this is a mini speech so try to have an opening, a body and a conclusion. The conclusion should reflect back to the comments in the opening.

· Always try to speak and act in a confident manner.

· Don’t rush.

· Address the Chairman before and after the speech.

15.6 Extempore

The extempore speech, as used by certain MBA institutes during their selection procedure is when a candidate is given a topic and asked to speak about it for a minute or two. He is not allowed to ‘prepare’ for this topic, but has to speak on the spot. Thus, he cannot prepare the content and decide what to say beforehand.

Extempore" or "ex tempore" refers to a stage or theatre performance, that is carried out without preparation or forethought. Most often, the term is used in the context of speech, singing and stage acting. Synonyms are "impromptu", "extemporaneous", or "improvised".

15.6.1  Procedure followed:-

1. The candidate waits for his turn outside the room as happens for interviews.

2. He is then called in to the room and may be asked to sit down.

3. He is then given a topic for his extempore speech. In FMS, this happens just before the interview-i.e. the interview commences after the extempore round.

4. The topic could be anything. It could be based on the candidate’s academic background, his hobbies/ interests, any current or general affairs topic etc

5. The candidate is given a few seconds to think about what he wants to say and then is expected to start his speech.

6. He is expected to speak for around a couple of minutes on the topic

7. The candidate may complete the speech himself, or the panel, may let him know when to stop.

15.6.2  Extempore helps in testing:-

Firstly, your ability to think on the spot and your spontaneity. It has often been seen that candidates come with prepared answers for the interview, which they have mugged up. Thus these answers do not really reflect their thoughts or the kind of people they are. Hence, an extempore may be used, as you cannot prepare a speech beforehand in this case.

1. Your ability to express your thoughts: In an extempore, you have to think for a very short while and then express yourself. You will be judged on how well you are able to do so.

2. Fluency in the language: Your comfort level with English as a language can also be assessed.

3. Body language/ Confidence: Your body language and Confidence levels maybe judged. Many candidates feel very nervous about this round, as mentioned before. Does your nervousness manifest itself in your gestures and expressions? Or do you appear calm and collected despite everything? Can you express yourself confidently and clearly?

15.6.3  Do’s in Extempore

1. Firstly, do not get nervous! It has been observed that many candidates get freaked out and are very sacred about the extempore round, as you cannot prepare beforehand and have no idea as to which topic you may get. However, remember that you have to only speak on the topic for a minute or two-you are not expected to get into a high level of detail,or show some astounding knowledge about the topic given to you.

2. Do not start off speaking as soon as the topic is given to you. You have a few seconds to think use them! It has also been observed that those who start off immediately, run out of ideas and don’t know what to say. Thus they end up finishing their speech in hardly 20-25seconds, or even less, in some cases.

3. Most importantly, structure your speech. Try and give it an introduction, a body and a conclusion. It would be highly impressive if you can structure your talk well, even though you were given only a few seconds to think about it.

4. You must buttress your points/ arguments with logic and examples. This is crucial and will help you stand out from the other candidates.

5. Try and either begin or end with a quote. If you can remember an appropriate quote and use it in the relevant context, it will be absolutely great. Once again, the ability to do such a thing at such short notice, will enable you to stand out from the other candidates.

15.6.4   Preparation for an Extempore

1. Make sure that you can speak for at least a minute on the following:-

· Important current affairs topics

· Important topics or issues pertaining to your academic background. For example, an engineer may be asked to speak on ‘electromagnetic induction’ as his extempore topic. Similarly, an Economics or Commerce graduate may be asked to speak on ‘The Fiscal Deficit’, ‘Gross Domestic Product (GDP)’ or some related topic.

· Your hobbies and interests

· A person you admire

· Your favorite sports person or actor/ actress

2. Practice for an extempore adequately, by speaking aloud, either in front of a mirror or even without one. The idea is that you should be able to speak, with a fair degree of fluency, for about a minute on any topic you get. Practicing speaking aloud with ensure that you are able to control your nervousness etc.

3. Watch your body language while you practice. It should not give away your nervousness. Practice speaking both while sitting and standing, so that you are ready for both eventualities.