Impromptu Readiness: Speaking with Confidence on the Spot (Executive Comms Series 7/9)

November 18, 2025 Regina Zafonte

Even the best-prepared executives get put on the spot: a board member asks for your perspective, the CEO calls on you mid-meeting, or a peer wants your quick take in the hallway. In these moments, you don’t have slides, notes, or time to rehearse. What you do have is your presence — and a few simple frameworks that help you think and speak clearly in real time.

Strong leaders know impromptu communication is not about perfection. It’s about composure, clarity, and confidence under pressure.

Frameworks for Impromptu Speaking

1. PREP (Point, Reason, Example, Point)

Point: State your headline clearly.
Reason: Explain why it matters.
Example: Share a short story or data point.
Point: Restate your headline.

Example: “Retention is our biggest risk right now. That matters because customer churn drives revenue loss. For instance, our Q2 churn rose by 4%. That’s why we need to double down on customer success.”

2. Pros → Cons → Recommendation. Great for answering tough questions on decisions. Lay out both sides, then share your judgment.

Example: “The upside of Option A is speed; the downside is higher cost. The upside of Option B is savings; the downside is slower execution. Given our growth priorities, I recommend Option A.”

3. Past → Present → Future. Ideal when asked about progress, strategy, or timing.

Example: “In the past quarter, we stabilized operations. Right now, we’re focusing on scaling efficiency. Going forward, our priority is automating to reduce costs.”

Techniques to Show Composure

Pause Before Responding. Silence feels long to you, but it signals confidence to others.
Keep It Short. Two minutes is usually enough; avoid rambling or drifting to other topics.
Signal Structure Out Loud. Phrases like “There are two options” or “Let me share three quick points” help the audience track with you.
End with a Clear Takeaway. Don’t trail off — close with your key message.

Example in Action

In a recent executive offsite, a leader I worked with was unexpectedly asked for her perspective on a new product rollout. She paused, smiled, and said, “I’ll share this in three parts — past, present, and future.” In under two minutes, she outlined what the team had learned from past launches, where they stood today, and what she saw as the next priority. The room leaned in — not because her points were revolutionary, but because her delivery was crisp, confident, and structured.

Impromptu readiness is not about having all the answers — it’s about having enough structure to deliver clarity under pressure. With frameworks like PREP, Pros–Cons–Recommendation, and Past–Present–Future, you can turn surprise questions into opportunities to show composure, credibility, and executive presence.

Reflection Question: When you’re put on the spot, do you default to rambling - or can you rely on a structure that helps you shine? Comment and share below; we’d love to hear from you!

Quote of the Day: “In the moment of decision, the best thing you can do is the right thing.” – Theodore Roosevelt

The next blog in this series 8/9 will focus on effective disagreements at the exec. level.

As a leadership development and executive coach, I work with leaders to sharpen their executive communication skills. Contact me to explore this topic further.

Presentation Formats That Strengthen Executive Communication (Executive Comms Series 4/9)

October 14, 2025 Regina Zafonte

When presenting to senior leaders, how you structure your message is just as important as the content itself. A well-framed presentation helps your audience track, engage, and retain what you are saying. A poorly structured one leaves people lost, distracted, or asking, “What was the point of that?”

You do not need dozens of frameworks. A few simple ones, mastered and flexed for different situations, will elevate your executive presence and ensure your message sticks.

Framework #1: The STAR Model (Situation, Task, Action, Result). The STAR model—sometimes extended as STAR(C) with a final Connection - was popularized in behavioral interviewing, most notably by Amazon, to ensure candidates shared clear, structured, and results-driven stories. Its power translates directly to executive communication, especially when sharing progress, lessons learned, or case studies, because it keeps updates concise, logical, and focused on impact.

Situation: What was happening?
Task: What needed to be done?
Action: What did you (or your team) do?
Result: What changed as a result?

· (Connection): How does this tie back to the bigger picture or future priorities?

For example: “Outages were averaging 10 hours a month (Situation). We needed to improve reliability (Task). We upgraded the infrastructure (Action). Outages dropped to one hour a month (Result). This improvement positions us to scale customer demand confidently (Connection).”

STAR works because it’s outcome-oriented and easy to follow. By structuring updates this way, you not only share what happened but also reinforce why it matters to the business.

Framework #2: What–Why–How. This is one of the most powerful frameworks for persuading executives to take action. Communication Expert Nancy Duarte often stresses that leaders lose their audience when they skip the “why.” This framework ensures you hit all three essentials.

· What: Lead with the headline — the decision, recommendation, or key point.

· Why: Explain why it matters and what’s at stake — the impact on strategy, results, or risk.

· How: How you’ll execute or what support you need. Outline the plan or next steps, keeping it concise and high-level.

Example: “We need to invest in new onboarding software (what). This will reduce employee ramp-up time by 25% and cut attrition in year one (why). The implementation requires a six-month rollout and $300K budget (how).”

The brilliance of this model is its clarity. By starting with the “what,” you respect the executive audience’s time. The “why” builds buy-in, and the “how” reassures them there’s a credible path forward.

Framework #3: Goals → Results → Insights → Next Steps (GRIN). Think of this as the executive retrospective plus roadmap. It’s especially powerful in quarterly business reviews or board updates, because it shows discipline in tracking outcomes while keeping a forward tilt.

How it works:

Goals: What we set out to achieve (anchor to original commitments).
Results: What happened — successes, misses, and the data behind them.
Insights: What we learned — trends, risks, or shifts in the environment.
Next Steps: Where we go from here — decisions, priorities, and asks.

For example: “Our goal was to expand market share in two regions (Goals). We achieved 8% growth in one, but fell short in the second due to delayed partnerships (Results). We learned that local distribution agreements are a bottleneck (Insights). Next quarter, we’ll fast-track partner onboarding and reallocate resources to accelerate regional momentum (Next Steps).”

This framework resonates in executive settings because it’s concise, repeatable, and momentum-building. You don’t just report results — you connect them to insights and actions that move the business forward.

Framework #4: Three-Point Takeaway. Sometimes the simplest structure is the most powerful. The Three-Point Takeaway helps you cut through complexity and leave your audience with a message they’ll actually remember. Cognitive science reveals that our brains process and recall information most effectively in groups of three — it feels complete without being overwhelming.

How it works:

· Main Message: The one thing you want them to remember.

· Three Points: Three labeled pillars that support your message.

· Examples: Data, stories, or anecdotes that make each point tangible.

For example:

“To make this launch successful (main message), we must nail three things: speed, quality, and customer experience (three points). Here’s one example of how we’re addressing each…”

This format is effective for board updates, strategy rollouts, or crisis communication. It gives your message structure, memorability, and impact. If your audience can repeat back two of your three points, you’ve succeeded.

Executive communication isn’t about dazzling with complexity — it’s about structuring your message so it lands with clarity, credibility, and impact. Whether you use STAR to share progress, What–Why–How to persuade, GRIN to review and reset direction, or the Three-Point Takeaway to drive memorability, these frameworks keep your audience focused on what matters most. Master a few, flex them as needed, and you’ll elevate not just your presentations, but your overall executive presence . The best communicators know the framework is not the point; it’s the bridge that makes your point land.

Reflection Question: Which of these frameworks would make your next presentation sharper and more memorable? Comment and share below; we’d love to hear from you!

Quote of the Day: “Simplicity is the ultimate sophistication.” – Leonardo da Vinci

The next blog in this series 5/9 will focus on communication the hidden advantage of prep work.

As a leadership development and executive coach, I work with leaders to sharpen their executive communication skills. Contact me to explore this topic further.

Executive Communication Mistakes to Avoid: How Leaders Lose Their Audience (Executive Comms Series 3/9)

October 6, 2025 Regina Zafonte

Strong communication builds trust, credibility, and alignment. Poor communication does the opposite - it confuses, frustrates, and erodes confidence in a leader. Many executives underestimate how small speech habits, unclear framing, or over-talking can quietly undermine their presence.

Here are the most common pitfalls to avoid in executive communication - and what to do instead.

1. Vague or Unclear Communication. Senior leaders don’t have time to guess what you mean. Passive statements like “We might need to adjust some processes” leave others wondering: which processes, how much, and by when?

Instead: Be specific. “We need to update the vendor onboarding process to cut approval time from three weeks to one.” Precision creates confidence.

2. Over-Talking and Losing the Point. Long-winded updates bury the lead and lose your audience. The more detail you share, the harder it is for others to discern what matters.

Instead: Use the bottom-line-first approach. Start with the headline, then explain if needed. Think: Answer → Context → Detail. Example: Instead of saying, “We’ve been exploring different vendors for the past six weeks, meeting with four different firms, evaluating costs and implementation timelines…” say, “We recommend Vendor A — it’s the fastest to implement and most cost-effective. Here’s why.”

3. Dodging the Question. One of the fastest ways to erode credibility is to talk around a question without answering it. Executives notice when you dance instead of deliver.

Instead: Acknowledge the question and respond directly. If you do not know, say so — and commit to following up. Confidence comes from honesty, not from having every answer.

4. Making Things More Complex Than They Are. Complexity does not make you sound smarter; it makes you harder to follow. Leaders who restart from the beginning or pile on explanations risk confusing everyone.

Instead: Simplify. Structure your response in chunks (e.g., “There are two risks and one opportunity”). Guide people step by step, rather than swirling them in detail.

5. Interrupting or Talking Over Others. Cutting people off signals impatience and undermines trust. Even if unintentional, it conveys that you value your voice more than theirs.

Instead: Pause, listen, and build. A powerful phrase is: “I’d like to build on what Sarah just said…” It shows respect while reinforcing your point.

6. Weakening Your Words. Seemingly small words and habits can undercut your authority. Common culprits include:

· “Just” – Makes your point feel small or tentative (“I’m just checking in”). → Say: “I’m checking in.”

· “Actually” – Implies surprise that you have something worth saying (“I actually have a question”). → Say: “I have a question.”

· “Kind of / A little bit” – Softens your conviction (“I kind of think…”). → Say: “I think…”

· “I’m sorry” (as filler) – Over-apologizing diminishes authority (“Sorry to bother you”). → Say: “I’d like to discuss…”

· “Am I making sense?” – Signals self-doubt. → Say: “How does that land with you?”

· Uptalk – Ending statements like questions makes you sound uncertain. → Use a steady tone.

Instead: Drop qualifiers and speak directly. Leaders who use clear, confident phrasing project authority and make it easier for others to follow their lead.

Communication mistakes do not just distract — they diminish executive presence. Vague language, rambling, dodging, or weak phrasing can cause others to lose confidence in your message. The best leaders avoid these traps by being clear, concise, and confident — and by creating space for others to contribute.

Reflection Question: Which of these habits do you most need to unlearn, and what will you practice instead to strengthen your communication? Comment and share below; we’d love to hear from you!

Quote of the Day: “Wise men speak because they have something to say; fools because they have to say something.” – Plato

The next blog in this series 4/9 will focus on presentation formats to enhance your communication

As a leadership development and executive coach, I work with leaders to sharpen their executive communication skills. Contact me to explore this topic further.

Executive Communication: Fundamentals that Matter Most (Executive Comms Series 2/9)

September 30, 2025 Regina Zafonte

Great leaders are not only remembered for what they achieved but for how they communicated. The ability to share ideas clearly, inspire confidence, and align others is a hallmark of executive presence. Yet many leaders struggle here — they bury the lead, overwhelm with detail, or miss the subtle cues in the room.

Strong executive communication rests on a few timeless fundamentals. Mastering these does not just make you a better speaker; it makes you a more trusted leader.

Fundamentals that matter most:

1. Set a Vision That Inspires Confidence. Senior executives want more than updates - they want to know where you are headed. A compelling vision communicates the “north star” and helps others believe in you. Even when presenting a pilot project or early-stage initiative, frame it in terms of future impact: “Here’s what success would unlock for us, and how it connects to the bigger strategy.” When people hear vision, they feel momentum. When they hear only details, they wonder what it all means.

2. Be Strategic - Connect to the Bigger Picture. Executives sit at the intersection of competing priorities. If you cannot connect your work to the broader strategy, it risks being dismissed as tactical. Always ask yourself: How does this affect the business as a whole? What does this mean for revenue, risk, efficiency, or growth? For example, do not just say, “We’re updating the vendor system.” Instead: “By updating the vendor system, we’ll reduce processing time by 30%, which frees up capital for growth initiatives.” The difference between noise and impact is strategic framing.

3. Adjust to Your Audience. Great communicators tailor their message. The same idea should sound different when speaking to a board member, a technical peer, or a cross-functional team.

Think of it like levels of explanation:

To a CEO: share the headline, business impact, and key decision.
To a technical peer: add details, risks, and interdependencies.
To a broader team: emphasize relevance, benefits, and what changes for them.

Rebecca Knight writes in HBR that every workplace conversation has both the explicit discussion (the words) and the tacit one (the unspoken reactions). Reading the room — noticing body language, tone, and energy — is as important as delivering the content.

4: Blend Data with Story. Data creates credibility. Stories create memorability. You need both.

Executives remember numbers that tie to outcomes, but stories of customer impact, employee success, or lessons learned move them. For example: “Retention rose 8%” is good. “Retention rose 8% — that’s 5,000 more families staying with our service” is better. When you blend quantitative with qualitative, you engage both logic and emotion — the two engines of decision-making.

5. Listen as Much as You Speak. Executive communication is not only about the message you deliver — it’s also about the space you create.

Ask open-ended questions (“What risks do you see?”).
Build on others’ ideas (“I like your point, and I’ll add…”).
Notice who hasn’t spoken and draw them in.
Regulate how much airtime you’re taking.

This is how communication becomes a leadership tool for alignment rather than just transmission.

6. Navigate Questions with Presence. Questions are not hurdles — they are opportunities to show confidence. Slow down, listen fully, and respond without defensiveness. Acknowledge the value of the question, then connect your answer back to the bigger picture. Leaders are judged less on having every answer, and more on how they carry themselves under pressure.

Executive communication is not a “soft skill” — it’s a leadership skill. When you set vision, connect to strategy, adjust to your audience, blend data with story, listen actively, and navigate questions with presence, you demonstrate credibility and build trust. The fundamentals may sound simple, but they are what separate leaders who get heard from those who get overlooked.

Reflection Question: Which of these fundamentals comes most naturally to you — and which one, if mastered, would elevate your executive presence the most? Comment and share below; we’d love to hear from you!

Quote of the Day: “The single biggest problem in communication is the illusion that it has taken place.” – George Bernard Shaw

The next blog in this series 3/9 will focus on common communication mistakes to avoid.

As a leadership development and executive coach, I work with leaders to sharpen their executive communication skills. Contact me to explore this topic further.