Active listening playback

1. Career Development
2. Active Listening Skills: A Key To Effective Communication In The Workplace

By Indeed Editorial Team

June 11, 2021

Effective communication combines several essential elements that provide clear and concise sending and receiving of information between two or more people. Communication elements include verbal and nonverbal methods, the actual transmission of information, and active listening. In this article, we discuss the definition of active listening and why it's an essential skill in the workplace. We also look at specific techniques for developing your active listening skills.

What is active listening?

Active listening is a critical skill for effective communication. Active listening is how you receive verbal information in which you give your complete focus and attention to the speaker. As an active listener, you take part in the communication by understanding their message, comprehending the information they present, and responding thoughtfully. In contrast, hearing, or passive listening, is where you filter out most information and only stay alert for key details. You're passive thinking if you're dividing your thoughts between other topics while someone is speaking, or focused on developing the argument or rebuttal you're creating in your mind.

Several skills make up active listening, including verbal and nonverbal techniques. These techniques help you stay focused on what the speaker is saying, retain the information, and help to move the conversation forward. Learning the verbal and nonverbal skills of active listening allows you to stay engaged and interactive.

Why is active listening an important skill in the workplace?

Active listening is a vital skill that employers look for in candidates and their team members. And to develop your active listening skills makes you a beneficial employee with the ability to pay attention, show you're listening, and provide valuable feedback to others. To understand why active listening is an essential skill in the workplace, you must first know why you listen in the first place. You typically listen for one of several reasons or a combination, including:

• Enjoyment, such as listening to an audiobook or comedian.

• Assessment of your surroundings or environment, such as trying to figure out where a siren noise is coming from.

• Understanding someone's message, such as listening to a speaker who is giving a presentation

• Evaluation, such as determining the validity of someone's argument or stance on an issue

• Empathy, such as being available to a friend or colleague experiencing a difficult time

• Exchange, such as during negotiation or discussion that results in a mutual understanding

You use each of these reasons in your daily work environment as an integral part of effective communication. When you develop and improve your active listening skills, you become a better communicator. Here are several benefits of active listening in the workplace:

Active listening builds trust

When you actively listen to others, people begin to trust you during times of conversation. They know that they can talk to you without interruption, judgement, or hidden agendas. People know that as an active listener, you are interested in their message and want to understand their point of view and content. This is especially important when interacting with colleagues and customers and goes a long way to creating professional relationships in the workplace built on trust and rapport.

Active listening builds a connection

As an active listener, you create a safe and inviting environment for others to connect with you during a conversation. People feel comfortable talking to you because you show empathy and a desire to understand their message. For example, during a negation, active listening helps create a connection so that both parties feel heard and understood. This is important when you're collaborating with others, working on a project with other team members, or when you need to move quickly on a task.

Active listening encourages knowledge and understanding

You use active listening to improve your understanding of a message and to gain knowledge from the speaker. Using active listening techniques, you can gain a deeper awareness of the message and enhance retention of critical information. This allows you to remember important details longer and recall them at a later date. This is an important skill in the workplace to remember key takeaways from meetings and discussions while increasing your knowledge base in your career.

Active listening identifies and solves challenges

When you use active listening skills during a conversation, you can identify challenges quicker and more effectively, which leads to better and faster solutions. When you are engaged in a discussion, you stay focused on the presented information and ask thought-provoking questions to gather additional data. This allows you to be an effective problem-solver during tasks and projects when working with others.

Active listening aids in missing critical information

When you engage in active listening, you create an environment where you focus on the speaker and their message. This focus and attention help you avoid missing important information or details. This can be especially valuable when you're being trained on a new process or procedure, receiving instructions from a supervisor, or when being given a message that you need to pass onto someone else.

How to improve your active listening skills

As with any soft skill, you can develop and improve your active listening skills. Practice your skills within your personal and professional interactions, supporting communication in all areas of your life. Here are several ways to develop your skills:

1. Nonverbal active listening techniques

Nonverbal active listening techniques use concepts that don't involve words to help you stay engaged with the speaker and to show you're listening. Here are several suggestions:

Smile

One technique used to practice active listening is to smile at the speaker when listening to someone. Smiling creates a feeling of intimacy, understanding, and interest, which helps the speaker feel you want to listen to their message. Smiling also builds a sense of rapport and trust with the speaker.

Nod your head

Nodding your head while listening is not a gesture of agreement, but a symbol of empathy and understanding. When you nod your head while the person is speaking, they feel heard and understood; both essential components of effective communication. You are nodding your head as if to say, "I understand what you're saying; please go on."

Make eye contact

Making eye contact with a speaker is a sign of active listening. You are focusing your ears and your eyes on the speaker, which improves your ability to stay attentive to what they're saying. Try to avoid looking around the room while listening and ensuring that your gaze is natural and comfortable.

Maintain open posture

When active listening, it's a good practice to maintain an open body posture. This means sitting or standing with your arms and legs uncrossed. Having your arms at your sides reflects that you're receptive to what the speaker has to say, whereas crossed arms can be intimidating and present an attitude of defensiveness or disbelief. Leaning in if seated is another body language gesture that is open and inviting.

Avoid distracting body movements

When you avoid distracting body movements, you create an environment of focus and attention. Distracting movements can include clicking a pen, checking your phone, or doodling, making the speaker feel unheard and frustrated. If you need to keep your hands busy while listening, then take notes on what the speaker is saying so that you can refer to them later.

2. Verbal active listening techniques

Verbal active listening techniques use different vocal cues and words to show the speaker that you are interested and focused on what they're saying. Here are several suggestions:

Use short positive affirmations

When you use short verbal affirmations during a moment of silence or pause in the discussion, you help the speaker feel comfortable continuing their thought. These are not necessarily statements of agreement but simply verbal reassurance that you understand and are listening.

Examples: "I understand," "I see," "Go on."

Paraphrase what you heard

Paraphrasing is an excellent technique to confirm that what you heard is correct and show the speaker that you're listening. When you paraphrase, you reiterate a statement or idea back to the speaker to confirm your understanding. This is also a valuable technique to avoid misunderstanding or misinterpretation.

Example: "So what I heard you say was that your primary concern about the new software is that it doesn't integrate with our older technology. Is that correct?"

Ask thought-provoking questions

When you ask thought-provoking questions, you help move the conversation along and encourage the speaker to add more details or information to their message. To support communication, be sure to ask open-ended questions that the speaker needs to answer with more than a one-word response.

Example: "Why do you feel that way?" "What do you think is the solution?"

Demonstrate empathy

Empathy is being able to put yourself into the position of another to understand and relate to what they are experiencing. When you display empathy as an active listener, you build trust and rapport with the speaker, encouraging them to continue their communication with you.

Example: "I'm sorry to hear that." "I hear what you're saying and understand your situation."