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Once you learn how to listen to employees, your managerial skills will improve dramatically. You'll get better feedback, communicate better, and solve more problems. Here are some exercises that will improve your listening skills, and help you get the most out of each meeting with an employee:
Clean off your desk when meeting with employees. If there are loose papers on your desk, you'll unconsciously start to fiddle with them – and may even start to glance over them. Clear your desk for every conversation with an employee, so you can focus your attention on what they're saying.
What is the colour of your employees eyes? Train yourself to notice eye colour at the start of every conversation. It ensures that you'll make significant eye contact – which leads to more productive conversations. Important: Don't focus so much on eye colour that you don't listen to what is being said.
Train yourself to ask questions instead of making statements. Example: Don't say "Joan, don't forget that the Anderson report needs to be in on Monday morning." Rather, say "How is the Anderson report coming along, Joan? Any problems with making the deadline?" By asking questions you'll start a dialogue, and you never know what you might learn.
Learn to "lubricate" conversations. Phrases such as "Yes, I see" and "I understand" do two things: 1) They show that you're listening, and encourage the other person to keep talking; and 2) They keep your attention focussed.
Don't blurt out questions as soon as the employee is finished speaking. It looks as if you were formulating your reply rather than listening. Before you ask a question, paraphrase the employee's words. Example: "So, what you're saying is . . . " Then, ask your question: "Well, let me ask you this..." This cuts down on miscommunication.
Don't smile the whole time. A lot of managers do this because they think it sends a friendly message. It can, but people also often mistake it for mental absence, or a sign that you're not taking them seriously. Save smiles for humorous remarks.
-from Positive Leadership
