Purpose

Evaluate your listening skills and make a plan for improving them in the workplace.

Tasks:

Pleasetake this quiz.

How Good are your Listening Skills? Respond to the following statements and rate yourself from 1 to 5 Rating 1 = Not at all, 2 = Rarely, 3 = Sometimes, 4 = Often, and 5 = Very often 1 I try to anticipate and predict possible causes of confusion, and I deal with them up front. 2 When I write a memo, email, or other document, I write concisely while also including any significant details that will aid the reader in understanding my message. 3 If I don't understand something, I will ask questions. 4 Co-workers, classmates, and friends seek me out to talk to when they have problems. 5 I phrase questions in a way that shows compassion and understanding for the audience. 6 When people talk to me, I try to see their perspectives. 7 When explaining a complex situation, I like to provide the audience with the information both in writing and in a face-to-face meeting 8 When I finish writing a report, memo, or email, I scan it for typos and audience understanding. I make sure that it is audience focused. 9 When talking to people, I pay attention to their body language. 10 I use diagrams and charts to help express my ideas. 11 Before I communicate, I think about what the person needs to know and how best to convey it. 12 When someone's talking to me, I give them my full attention as demonstrated by my eye contact and positive body language. 13 Before I send a message, I think about the best way to communicate it (in person, over the phone, in a newsletter, via memo, and so on). 14 I try to help people understand the underlying concepts behind the point I am discussing. This reduces misconceptions and increases understanding. 15 I consider cultural barriers when planning my communications. Calculate Your Score 1Score Interpretation You need to keep working on your communication skills. You are not expressing yourself clearly, and you may not be receiving messages correctjy either. The good news is that, by paying attention to communication, you can be much more effective at work, and enjoy much better working relationships! The rest of this article will direct you to some great tools for improving your communication skills. {Read below to start]I You're a capable communicator, but you sometimes experience communication problems. Take the time to think about your approach to communication, and focus on receiving messages effectively, as much as sending them. This will help you improve- {Read below to start.) Excellent! You understand your role as a communicator, both when you send messages, and when you receive them. You anticipate problems, and you choose the right ways of communicating. People respect you for your ability to communicate clearly, and they appreciate your listening skills. {Read below for more.) Detailed Interpretation Whenever you communicate wi': someone else, you each follow the steps of the communication process: Incodlng Here, the person who is the source of the communication encodes it into a message, and transmits it through a channel. The receiver decodes the message, and, in one way or another, feeds back understanding or a lack of understanding to the source. By understanding the steps in the process, you can become more aware of your role in it, recognize what you need to do to communicate effectively, anticipate problems before they happen, and improve your overall ability to communicate effectively. The sections below help you do this, and help you improve the way you communicate at each stage of the process. The Source - Planning Your Message {Questions 2, 11] Before you start communicating, take a moment to gure out what you want to say, and why. Don't waste your time conveying information that isn't necessary - and don't waste the listener or reader's time either. Too often, people just keep talking or keep writing because they think that by saying more, they'll surely cover ali the points. Crften, however, all they do is confuse the people they're talking to. To plan your communication: I Understand your objective. Why are you communicating? I Understand your audience. With whom are you communicating? What do they need to know? I Plan what you want to say, and how you'll send the message. I Seek feedback on how well your message was received. When you do this, you'll be able to craft a message that will he received positively by your audience. Good communicators use the KISS ("Keep It Simple and Straightforward") principle. They know that less is often more, and that good communication should be efcient as well as effective. Encoding - Creating a Clear, Well-Crafted Message [Questions 1, S, B, 10, 15] When you know what you want to say, decide exactly how you'll say it. You're responsible for sending a message that's clear and concise. To achieve this, you need to consider not only what you'll say, but also how you think the recipient will perceive it. We often focus on the message that we want to send, and the way in which we'll send it. But if our message is delivered without considering the other person's perspective, it's likely that part of that message will be lost. To communicate more effectively: I Understand what you truly need and want to say I Anticipate the other person's reaction to your message I Choose words and body language that allow the other person to really hear what you're saying With written communication, make sure that what you write will be perceived the way you intend. Words on a page generally have no emotion they don't "smile" or "frown" at you while you're reading them {unless you're a very talented writer, of counsel} When writing, take time to do the following: Review your style Avoid jargon or slang . Check your grammar and punctuation Check also for tone, attitude, nuance, and other subtleties. If you think the message may be misunderstood, it probably will. Take the time to clarify it! Familiarize yourself with your company's writing policies Another important consideration is to use pictures, charts, and diagrams wherever possible. As the saying goes, "a picture speaks a thousand words." Also, whether you speak or write your message, consider the cultural context. If there's potential for miscommunication or misunderstanding due to cultural or language barriers, address these issues in advance. Consult with people who are familiar with these, and do your research so that you're aware of problems you may face. Choosing the Right Channel (Questions 7, 11, 13) Along with encoding the message, you need to choose the best communication channel to use to send it. You want to be efficient, and yet make the most of your communication opportunity. Using email to send simple directions is practical. However, if you want to delegate a complex task, an email will probably just lead to more questions, so it may be best to arrange a time to speak in person. And if your communication has any negative emotional content, stay well away from email! Make sure that you communicate face to face or by phone, so that you can judge the impact of your words and adjust these appropriately. When you determine the best way to send a message, consider the following: The sensitivity and emotional content of the subject How easy it is to communicate detail The receiver's preferences . . . . Time constraints The need to ask and answer questions Decoding - Receiving and Interpreting a Message (Questions 3, 6, 12, 14) It can be easy to focus on speaking; we want to get our points out there, because we usually have lots to say. However, to be a great communicator, you also need to step back, let the other person talk, and just listen. This doesn't mean that you should be passive. Listening is hard work, which is why effective listening is called active listening. To listen actively, give your undivided attention to the speaker: Look at the person Pay attention to his or her body language . . . Avoid distractions Nod and smile to acknowledge pointsOccasionally think back about what the person has said Allow the person to speak, without thinking about what you'll say next. Don't interrupt Empathic listening also helps you decode a message accurately. To understand a message fully, you have to understand the emotions and underlying feelings the speaker is expressing. This is where an understanding of body language can be useful. Feedback (Questions 4, 9) You need feedback, because without it, you can't be sure that people have understood your message. Sometimes feedback is verbal, and sometimes it's not. We've looked at the importance of asking questions and listening carefully. However, feedback through body language is perhaps the most important source of clues to the effectiveness of your communication. By watching the facial expressions, gestures, and posture of the person you're communicating with, you can spot: Confidence levels Defensiveness . Agreement Comprehension (or lack of understanding) Level of interest . . . . Level of engagement with the message Truthfulness (or lying/dishonesty) As a speaker, understanding your listener's body language can give you an opportunity to adjust your message and make it more understandable, appealing, or interesting. As a listener, body language can show you more about what the other person is saying. You can then ask questions to ensure that you have, indeed understood each other. In both situations, you can better avoid miscommunication if it happens. Feedback can also be formal. If you're communicating something really important, it can often be worth asking questions of the person you're talking to make sure that they've understood fully. And if you're receiving this sort of communication, repeat it in your own words to check your understanding Information for this quiz and feedback came from https://www.mindtools.com/pages/articleewCS_99.htm