Conversation – Daily Storey

Active Listening | Easter Prep |

Use this structure during 1-on-1 conversations.

Phase	Your Action	Professional “Scripts”
Confirm Facts	Acknowledge you are focused.	“I want to make sure I’ve got this right. Let me take a second to recap what you’ve said.”
Paraphrasing	Paraphrase their core point.	“So, from your perspective, the main issue is _______?”
Acknowledgement	Acknowledge the “why.”	“I can see why that’s a priority.”
Expand Conversation – Open Ended Question.	Open the floor for depth.	“What would a successful outcome look like?”

Active Reading in email prevents the “I didn’t see that” or “I thought you meant X” back-and-forth.

The “Vibe” Check: Before responding, identify the sender’s tone and decide whether they are upset, stressed, or just sending information in their email.
Highlighting Triggers: Physically or mentally highlight three things while reading the text: Is there a Deadline? What is the writer wanting? Is there something you need to do?
The “Draft-then-Verify” Method:
- Start your reply by summarizing their request: “Thanks for the update. I read you’re looking for the final slide deck by Thursday at 4 PM, is that correct?”
Annotated Replies: If the email is long, respond in a different colour, a shade of dark blue or maroon, after each point in the email to make sure everything is addressed and to confirm that you have not missed one of their points.

Wait for the “Pause”: In a meeting, wait 3 seconds before responding. This ensures they’ve finished their thought.
Notes over Memory: Taking physical notes is a visual cue to the other person that you are listening. Validate their feelings and that the information is important.

The have an answer to a question: Before you speak, ask yourself: What is the one piece of information I want them to have when I walk away?
Give an Explanation for Starting the Conversation: Start with a context that narrows the topic. “I’d like to discuss _________.” The goal is implied by the scope.
Getting a Yes Answer, Compromise: Use questions that lead to your desired destination of an affirmative answer.
The Relationship Building Conversation: If your goal is creating a stronger relationship, use a low-stakes, warm tone and topic.

The short answer is yes.

When a colleague is focused, your goal is to gauge their “interruptibility” without actually breaking their flow yet.

The Script: “Hey [Name], do you have a quick 30 seconds for a [Topic] question, or should I come back when you’re at a stopping point?” You give them an out by offering to come back which shows you value their work.

Knocking on a door can feel intrusive. Your opening should bridge the gap between “I’m interrupting” and “This is worth your time.”

The Script: “Hi [Name], do you have a moment to discuss [Project X]? I have a quick update/question that I’d like your opinion.” Stating the specific project immediately helps your boss switch mental gears so they aren’t guessing why you’re there.

In a cold call, you have about five seconds before the “sales” shield goes up. Avoid “How are you today?”

The Script: “Hi [Name], this is [Your Name] from [Company]. I’m calling because I saw [Specific Event/Trigger], and I wanted to share a quick way we’re helping teams like yours handle [Pain Point].” This opening is researched and direct. You aren’t asking for their time; you are offering a specific piece of value based on a real-world observation.

Scenario	Avoid This (Low Intent)	Try This (High Intent)
Colleague	“Got a sec?”	“Are you in the middle of something, or can I ask a quick question /favour?”
Boss	“Can I talk to you?”	“I have an update or issue. Do you have a second? [ Stay Standing and in the doorway.]
Client	“How’s your day going?”	“Morning! I’m calling to invite/let you know/find out/

Working in an office or a shared workspace requires volume levels that are different than in social settings.

In a professional setting, you generally use three volume levels. Anything higher or lower may signal a conflict or problem in the workplace.

Level	Name	Best Used For…	How it Feels
Level 1	The Huddle	Quick conversation at a desk or public space location.	Aiming your voice only 1–2 feet in front of you.
Level 2	The Collaborative	Standard meeting room or open-plan discussion.	Projecting just enough to reach the everyone sitting at the conference table.
Level 3	The Presenter	Speaking at a podium in a large conference room, banquet room or outside.	Engaging the diaphragm; speaking with strength.

To a “Loud” Colleague:
- Direct: “[Name], I’m having trouble working on this report with a set deadline. Would you mind dropping the volume?” “Could you move that conversation to the conference room?”
- The “Meeting” Pivot: “This is a great discussion, take a seat.”
To a “Quiet” Colleague:
- The “Check-In”: “I’m really interested in what you’re talking about. Could you speak up a bit.”
- The Proximity Fix: “Would you like to finish this discussion in the conference room? The noise level here is a bit distracting.”

Yes, absolutely. This is a psychological phenomenon known as Vocal Accommodation.

Humans have a natural tendency to mirror the energy and volume of the persons in the conversation. This is a subconscious way of building rapport.

The “Lowering” Effect: If someone is speaking too loudly, respond in a very calm, controlled, and slightly lower volume. They will often subconsciously lower their own voice to match yours.
The “Lifting” Effect: If someone is whispering, you will likely find yourself whispering back. If you need them to speak up, maintain a steady, clear Level 2 volume; they will often rise to meet you.