Tips on... Improving one to one interactions

One to one skills are important in many of our day to day interactions--both professional and personal. These may be in the context of an appraisal, supervision, therapy, dissemination of information, giving feedback, or simply talking to another person. Improving our one to one skills can appreciably improve the quality of the interaction.

Plan
Think of what areas you will cover and, equally importantly, what areas you will not. Have all the necessary information handy and prepare by going over it.

The beginning
Introduce yourself and establish rapport. Put the other person at ease and agree the purpose of the meeting.

The middle
If this is a follow up meeting, ensure continuity by briefly going over the plan agreed at the last meeting.

Explore the core issues in depth. This entails gathering information, clarifying any uncertainties, and paraphrasing from time to time. Do not assume you know what the other person means. Use open ended questions to allow the other person to talk freely. Listen actively and pay attention to what he or she says. Use both factual and evaluative questions to obtain a better understanding of him or her. Be willing to praise or give credit where it is due. If you are delegating a task, ensure that he or she understands his or her responsibilities fully. Be prepared to negotiate on some difficult issues. Set short term, achievable, measurable goals.

Be aware of your body language. Use an open posture and sit in a relaxed manner. Maintain appropriate eye contact. Give verbal and non-verbal feedback to indicate your comprehension. If it is a formal meeting, document the important aspects of the discussion and outcome.

The ending
End the meeting on a positive note and agree on a plan of action. If appropriate agree a time and place for the next meeting.

Kallur Suresh, specialist registrar, elderly mental health, Mile End Hospital
Email: kallur_suresh68@hotmail.com


studentBMJ 2002;10:259-302 August ISSN 0966-6494