The art of dialogue: Basic techniques for managers

What it’s all about

Effective communication plays a crucial role in the role of a manager. The way in which managers talk to their employees not only influences the working atmosphere, but also the motivation and productivity of the team. Regardless of the content of the conversation, there are basic techniques that managers should use to ensure open, respectful and productive communication.

Active listening as a foundation

One of the most important aspects of effective communication is active listening. This means that the manager not only hears the other person’s words, but also understands the emotions and intentions behind them. When actively listening, it is important to maintain eye contact, pay attention to non-verbal signals and show that you are paying attention by nodding or giving brief verbal confirmation such as “I understand” or “That sounds interesting”. A manager should also ask questions to ensure that they have interpreted the employee’s statements correctly and occasionally summarise what they have heard to provide clarity.

Empathy and emotional intelligence

Empathy and emotional intelligence are essential skills for managers. They make it possible to understand the feelings and perspectives of employees and to respond appropriately. An empathetic manager recognises when an employee is stressed or overwhelmed and offers support. By putting themselves in the employee’s shoes, they can avoid misunderstandings and build a trusting relationship.

Clarity and precision in communication

Clarity and precision are crucial to avoid misunderstandings. Managers must therefore take care to formulate their messages clearly and concisely, without using unnecessary technical terms or complicated sentences. It is important to give concrete examples and clear instructions so that employees know exactly what is expected of them. Repetition and summarising can also help to reinforce the message and ensure everyone is on the same page.

Open and closed questions

The right questioning technique is another important aspect of conducting a conversation. Open-ended questions encourage dialogue and allow employees to express their thoughts and ideas in detail. Examples of open questions are “How do you see the current situation?” or “What suggestions do you have to solve the problem?”. Closed questions, which can usually be answered with “yes” or “no”, are also useful for obtaining specific information or confirming decisions. A good manager knows when which type of question is appropriate and uses it specifically to steer the conversation.

Non-verbal communication

Non-verbal communication plays just as important a role as verbal communication. Facial expressions, gestures and posture often convey more than words. An open posture, friendly eye contact and a smile can help to create a positive atmosphere and conduct the conversation in a pleasant way. Managers need to be aware of their non-verbal signals and ensure that these match their verbal messages in order to convey authenticity and trust.

Giving and receiving feedback

Effective feedback is an essential part of dialogue management. A manager must be able to give constructive feedback based on specific, understandable observations and with clear suggestions for improvement. It is important to formulate feedback in a way that encourages and motivates the employee rather than demotivating or unsettling them. At the same time, managers should be open to feedback from their employees. This shows that they value their opinions and are willing to work on themselves.

Conflict management and problem solving

Conflicts are unavoidable in any working environment. A good manager must therefore also master the techniques of conflict management. This includes remaining calm and neutral, understanding the perspectives of all parties involved and looking for joint solutions. It is important to address conflicts at an early stage and not allow them to escalate. Through open and constructive dialogue, conflicts can often be turned into opportunities to improve and strengthen the team.

Building trust and credibility

Trust is the basis of all successful communication. Therefore, leaders must show through their actions and words that they are trustworthy and reliable. This means keeping promises, communicating transparently and acting fairly. Credibility comes from consistency and integrity. If employees see that their manager consistently acts according to these principles, trust is strengthened and communication is improved.

Conclusion

Conducting dialogue is an art that requires constant attention and development. Leaders who are able to actively listen, act empathetically, communicate clearly and concisely, ask the right questions, consciously use non-verbal cues, give and receive effective feedback, manage conflict and build trust will be able to create a positive and productive work environment. These techniques are crucial regardless of the content of the conversation and help managers to successfully lead their teams and achieve goals together.