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Listening process 10
Barriers To Listening 5
Summary Of learning 5
Session Objectives
First, hotel employees are no different from the rest of us-like us, they
find it more enjoyable to speak than to listen. (We have all heard
conversations where the people involved cant seem to wait for the other
person to get through talking so they can say something. Long
conversation can be held this way, without either person really paying
much attention to what the other one is saying.)
Second, like all of us, employees have many things on their minds, and
its often easier, and sometimes more fun, to listen to their own
thoughts than to listen to the guest. Both worries and daydreams are
enemies of good listening-they destroy concentration.
Third, employees are often rushed, and feel that they dont have time to
listen to what the guest has to say. This is one reason employees tend to
interrupt guests before they have finished speaking. Unfortunately,
guests will often put up with this kind of treatment, rather than try to get
through to the employee- until later on, when they may complain to a
manager or write a complaint letter. (This may also be one reason why
guests seem to save up their complaints and dump them all on the
cashier when they check-out.)
And finally, employees may unconsciously not want to hear what the
guest is saying. If it sounds like the beginning of a complaint or problem,
for example, it is probably going to be painful to listen to, and the
employee jumps in with any answer, rather than waiting to be sure his
answer is responsive to what the guest wants.
Listening - The forgotten Skill
To help improve listening skills, there are certain quite simple techniques
that employees can be taught to use to be sure they hear what guests are
saying, and interpret it correctly, before they provide an answer. These
are:
Now after this exercise & the techniques learnt, all the trainees must be
very good at listening, right?!
Listening Process
Just listening doesnt get you much these days. Youve got to help
customers feel the impact of your listening.
David H. Radack
Vice President, Amdahl Inc., Sunnyvale, California
We are taught at school how to read, write and speak but not taught how
to listen.
We often have our own agendas in conversation. i.e. We know what we
want to get out of the conversation and this affects how we listen.
If you dont get on with the person you are listening to and if you didnt
listen to them in the past you may not listen well this time. (Maybe they
havent listened to you previously.)
We often start formulating our response to the person we are listening to
whilst they are still talking. Whilst we are planning our reply we are not
listening fully.
Present the diagram below showing graphically how we engage in various
processes while apparently listening to a speaker at the same time.
We think four times faster than we talk, so it is easy for our minds to
wander.
SPEAKERThe talking and listening pattern is :
Rehearse your
reply
Plan your reply
distort
When we listen we delete
generalise
Ask the group for examples of when this happens or has happened in the
hotel. Have some examples of your own to illustrate this with.
We may be intimidated by the person speaking to us, perhaps an
overbearing guest, an intimidatingly efficient colleague or even our boss
or manager. This will affect how we listen. If we become very conscious
of what we have to say we may not listen properly.
We all develop bad habits when listening. For example:
If a guest in the hotel is explaining a situation to us that we believe we
have heard before from numerous other guests, our mind may wander as
we assume we know the best response without having to think very hard.
Listening Errors
Hand out Mr.Guptas Dilemma and give employees a few minutes to read
it. Explain that you will have some questions to ask when they are
through. When they are through reading Part I, use the questions below
to get the discussion going.
Poor Mr. Gupta! How many people has he talked to up to this point ?
Five
I happen to know that coffee makers vary from model to model so guests
often get confused. Nearly everyone who works in the resort knows how
this works - although they very seldom have any problems or complaints.
Now, based on this information, which of the five people Mr. Gupta talked
to should have solved the problem for him?
Any one of them could have solved the problem- all they had to do was
explain where the switch is and how to put it on. The housekeeper could
have explained it over the phone, without transferring the guest all over
the hotel.
O.K., What happened? Why didnt one of the people he talked to solve the
problem?
You will probably get a variety of answers, including such things as:
nobody cared, everybody has passing the buck, etc. All of these are
true, but the answer you are looking for is:
Explain that many of the answers they have given may have contributed
to the problem, but that you want to concentrate on listening today.
Lets go back and look at the beginning of the conversation, when Mr.
Gupta is talking to Leela , in Housekeeping.
What did Mr. Gupta actually say about the coffee maker ?
Of all things that Mr. Gupta said, which one do you think Leela actually
heard?
That is right - and she jumped to a conclusion and assumed the switch
was not working.
Let us look at the next part of the conversation, where Mr. Gupta gets
transferred to Projects instead of Maintenance.
No, he doesnt
Now, lets look at what happens when Mr. Gupta talks to the bell desk.
He interrupts and doesnt let Mr. Gupta finish what he was saying.
None of the people that Mr. Gupta talked to have been very helpful, have
they? But there is something special about Kushalappa.
How would you describe the way Kushalappa acted in this situation?
Yes, and he may also feel a bit guilty that he didnt explain the working of
the coffee maker the first time around. He may not want to admit to
himself that he made an error.
Hand out Part II , and give the group a minute or two to read it.
Explain that what the guest service agent did really demonstrates the
basic principles of good listening, and list them on the chart pad, as
shown below.
(NOTE: If you wish, you can prepare this chart page ahead of time,
and go over each item.)
4. Listen between Listen for the tones, pitch and speed to discover
the lines the speakers attitude and confidence level.
Trainees form groups of 6 and brainstorm onto a flipchart all the specific
listening behaviours, actions, processes, techniques that they can which
will help them to:
listen effectively - ensuring that they catch all the important points
engage with the speaker
support the speaker
2.Ask each group to select their top 3 tips and a speaker who will present
them to the whole group.
Barriers to Listening
Summary Of Learning
And then read out the announcements at your usual speed. Read the
announcements only once. After the announcements have been read out,
give the class the listening test . They should answer it quickly (duration
2 minutes). They are not allowed to discuss with others. Once everyone
has finished the test, find out orally how well they have performed. .
Indian Airlines flight no IC 424 has been rescheduled to leave for Delhi at
1420 hrs.
Indian Airlines flight no IC 586 from Calcutta to Bangalore via Patna has
been cancelled.
Sahara India Airlines flight no. S2-526 for Delhi will leave at 1205 hrs
instead of 1105 hrs. Passengers holding confirmed tickets are requested
to go to the Airport Restaurant for snacks and beverages.
Sahara India Airlines flight No. S2-525 from Delhi is expected to arrive at
1205 instead of 1010 hrs.
Your Attention, Please: Here is a message for Ms Anjali Save, who has
arrived from Nagpur by Indian Airlines flight No IC927. Please come to
the Indian Airlines office at the airport immediately. I repeat, Ms Anjali
Save
Jet Airways flight No. 9W - 782 to Calcutta has been delayed indefinitely.
Passengers holding the boarding pass are requested to proceed to the
Airport Restaurant. Lunch will be served.
4. When will Sahara India Airlines flight No S2-526 take off for Delhi?
12.05 hrs / 13.45 hrs / The announcer did not mention it.
Ring! ..Ring!..Ring!
GUEST: I cant turn on the coffee maker. Can you please come up
and show me?
GUEST: Ive already talked to Maintenance. They said youd show me.
VOICE NO. 4: I can tell you right now, sir, if they cant fix it, neither
can I. What room are you in?
GUEST: 2322.
VOICE NO. 4: Ya- I remember. You just checked in, didnt you?
VOICE NO. 4: Ill see that you get moved to another room. Hang on,
will ya?
Guest: I certainly hope so. You see, I checked into this room 3o
minutes ago and I could not figure out how to use the coffee maker and
now I need the coffee more than ever! I called Housekeeping and they
transferred me to Projects and they hooked me up with Maintenance,
who transferred me to the bellperson and he said the best thing to do
was to move to another room because the coffee maker is not working, so
thats how I got switched over to you. Get the picture?
GSA: First of all, Mr. Gupta, let me apologize, you should never have
been pushed around like that. Now you say you cant figure out how to
use the coffee maker? Is that right ? OR is it defective?
GSA: Yes, I know, those coffee makers are confusing. But there is a little
switch on the handle. Youll probably have check that the main switch
where it is plugged is on too. To turn on the coffee maker, you need to
switch on the main switch and then push up the switch on the handle.
Do you want to go look ? I will hang on.
Thursday the 17th of November was a rough morning in the coffee shop -
they tables were all full and Litin felt she was not fast enough to take care
of the crowd. There had been a line waiting to get in since before 8.30 .
Part of the problem was that two of the steward had called in sick - which
meant one extra table for everyone else.
Litin was doing the best she could, but she was also having to help clear
tables, because of the absenteeism. On top of everything else, this was
the last day of the 3 day Coffee Growers Convention - they had one last
meeting, and were leaving at noon, just about the time the next group
would start arriving. The resort was expecting a 75% turnover of rooms
that day.
The coffee shop was full- most of them people from convention, Litin
recognized one of her customers - he had been in for breakfast both
Tuesday and Wednesday, although he had been at least a half hour
earlier than today. Shed read his name from his badge the first day - Mr.
Rathod. He always had papers spread out on the table- getting ready for
the meetings, she guessed. Hed been friendly both days, and had left a
better tip than most. She walked up to his table to wish him.
Questions