One-on-one conversations happen more frequently than any other kind of communication. One of the biggest mistakes people make when speaking one-to-one, is not treating it as a presentation. While people prepare extensively for group presentations, when it comes to one-to-one, they wing it. Even the most casual conversation benefits from preparation. An effective tool for one-on-one communication is the DiSC Personal Profile System. DiSC helps you to understand your communication style and recognize the communication styles of others so that you can get the results you want. Contact us for a FREE sample report.
Here's an excerpt from Knockout Presentations about one-to-one communication.
Speaking to an individual is different from the group experience. Whether you're training someone, selling, coaching, or asking for a raise, here are some tips for speaking one-to-one.
- Eliminate distractions. Choose a comfortable setting-perhaps your office or a conference room with good lighting. Block off distracting window views and minimize interruptions. Clear the table of clutter.
- Sit next to the person at eye level. Sit side by side rather than across a desk from each other. This has psychological and physical effects. It creates a feeling of being on the same side and allows both people to look at materials from the same perspective.
- Maintain good eye contact but don't stare. In a group, you make eye contact with everyone. With individuals, you don't want to lock eyes. Break eye contact from time to time. A good guide is to look at the person 70% of the time.
- Use visual aids. Props, pictures, and objects can serve as effective visual aids. Visuals are important learning tools, and you shouldn't overlook them in a one-to-one situation. Be sure your visuals are appropriate to the situation. A few carefully placed props and occasional use of a table easel can enhance your presentation.
- Clarify but don't repeat questions. In a large group, you repeat the question so that everyone can hear it. But in one-to-one settings, the same technique would be silly. You may ask for clarification: "Are you saying that you need more practice?" Or you may restate the question in your answer: "The procedure for this project is..."
- Maintain a comfortable physical distance. Don't invade the other person's space. When sitting side by side, don't lean in or take over the person's materials. Ask permission to demonstrate with or alter their materials.
- Pause. The brain needs a few seconds to process information. Don't overload the learner with too much data. Pause between thoughts to let the information sink in.
- Use smaller gestures. Show enthusiasm and get involved with the learner. Allow yourself to be natural and expressive. But contain your gestures, because the physical space is smaller in one-to-one situations. Wide, sweeping movements will seem out of place.
- Prepare and organize. It's easy to lose track of time when you're working with only one person. Whether you train one person or a hundred, the preparation is the same. Without adequate preparation, you'll seem disorganized and unprofessional. Prepare an outline and establish time frames.
- Watch for nonverbal cues. In a group, different personalities react in diverse ways. Someone in the group will often say what others are thinking. In a one-to-one situation, however, the person may feel reluctant to tell you that he or she needs a break or doesn't understand. Watch for body language and continually check back: "You look like you disagree." "Are you ready for a break?" "Is this something you can use on the job?"
Whether you're speaking to one person or a thousand, communication happens one- to- one. It's all public speaking.