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Here are some exercises that will improve your listening skills, and help you get the most out of each meeting with your employee:

• Clear your desk when you have a meeting with an employee. You'll unconsciously start to fiddle with loose papers on your desk if it is messy – and may even be tempted to glance over them. Clear your desk for every conversation with an employee, so that you can completely focus your attention on what they're saying.
• What is the colour of your employees’ eyes? Train yourself to notice their eye colour at the beginning of every conversation. It ensures that you'll make significant eye contact – which leads to more productive conversations. Important: but don't focus so much on eye colour that you forget to listen to what is being said!
• Train yourself to ask questions instead of making statements. For example: don't say "Sally, don't forget that the Mitchell report needs to be in on Friday morning." Instead, say "How is the Mitchell report coming along, Sally? 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. For 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.

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