Communication is the primary function of business. It affects all aspects of business processes. The most important element in communication that’s often overlooked is checking for understanding.
In a typical conversation you listen to what the other person says, analyze what they’re saying, and then form a response.
But because our brains can process words faster than we can speak them, we often analyze what the person is saying while they’re saying it, so we have our response ready before they’re finished speaking.
Not only are we not listening fully, we are missing the step of checking for understanding: it’s called comprehension.
Here are three ways to test comprehension while speaking to someone:
Watching non-verbal cues
The speaker can be watching for clues as to whether the receiver understands. Maybe the receiver isn’t nodding or keeping eye contact, or they’re checking their phone.
Paraphrasing
The receiver’s response should start by paraphrasing what the speaker has said before offering analysis. Even if the receiver has understood what the speaker said, the speaker may realize they didn’t communicate their idea effectively.
Direct questions
Instead of asking a vague question, such as “do you have any questions?” the speaker should ask direct questions that deal with the specific information they have given. If the receiver is able to make a direct reply, that shows that they have understood.
This process of gauging comprehension may seem exhaustive at first, but the little time and effort it takes can make a very big difference.
These are practices that we, as students, should incorporate into our habits now, not only to help us succeed with group projects, but to prepare us for the workforce.