Elaborate on the guidelines that make one-on-one communication effective

Question

What will be an ideal response?

Answer 1

Guidelines for one-on-one communication include:
a) Establish the best atmosphere: One way to establish good relations with colleagues and
customers is to create a relaxed, conversational atmosphere. You can accomplish this in oneon-one conversations by sitting or standing so that there are no physical barriers between you
and the listener. Giving the other person your undivided attention shows courtesy and respect.
b) Listen attentively: Listening attentively and showing interest in the other person are just two
attributes of a good communicator. In a one-on-one conversation, you alternate between the
roles of speaker and listener. As a speaker, part of your responsibility is to listen to what the
other person says, to be courteous, and to get the necessary information.
c) Use the person's name: Be certain that you hear and remember the name of a person
whom you have met or talked with for the first time. Repeat the name right after it is given to
you. If you aren't absolutely sure of the person's name, ask that it be repeated. Then, after
hearing the name, pronounce it aloud in order to fix it in your mind. Whenever it is appropriate,
use the name once or twice during the conversation.
d) Permit others to talk: Do not do all of the talking. Give the other person an opportunity to
talk, while you listen attentively. Watch for signs that the other person wants to say something
or is becoming bored and is not listening carefully. No matter how interesting you think the
conversation is or how well informed or articulate you think you are, you must give your
listener a chance to speak.
e) Compliment when suitable: Compliments are always welcome, so compliment someone
whenever the occasion is appropriate. Paying a compliment is especially effective during
tense situations. If a valued employee or a customer has a complaint that you cannot justify or
remedy, you can put that person in a better frame of mind for a "no" answer by paying a
compliment. However, never pay a compliment unless you can do so honestly and
convincingly. Insincerity is easily detected.
f) Keep conversations concise: Since time is valuable, you should keep your conversations to
the point. If you are asked for opinions, give them clearly and concisely. Being concise,
however, does not mean you must be brusque. Try to sense the amount of information the
situation warrants and act accordingly.