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Give your complete attention

• set aside whatever you're doing and close off all potential distractions to focus completely on the speaker
• listen to the message rather than waiting for your turn to speak, or rehearsing your response
• maintain eye contact and face the speaker

Understand what you're hearing

• write down or make a mental note of key points and any issues that are confusing. ask for clarification when the speaker is done, if necessary
• make sure you know exactly what issue or topic is being addressed


• before taking a position or going on the defensive, listen with an open and unbiased attitude to make sure you thoroughly understand the situation

Confirm the appropriate follow-through

• double-check important facts, such as appointment times, to make sure you have the correct information
• verify your understanding of the next step - whether it's talking to another coworker, starting research on a new project, etc.
• if you can't give an immediate answer, tell your manager or coworker when they can expect one

Here are 3 sample exit statements that will politely help you out of an unfocused conversation and invest your time elsewhere.

"Things seem to have gotten busy. should we continue this later?"

"Why don't we brainstorm some more on our own and discuss this in a while?"

"Well, so far this sounds exciting [complicated, great, etc.]. I'll let you get back to [whatever the person was doing prior to talking with you] and I'll touch base with you again shortly."

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