Communication is a continuous process, not an isolated activity. For effective communication, Active Listening is vital. You do not get far if you do not listen attentively.
The crucial elements of active listening are:
- The Active Listening process starts with ‘hearing’ the sound, but listening involves being present with the speaker. Give him your undivided attention, stop multitasking, and put aside distracting thoughts and environmental stimuli. When you become a part of and enjoy the interaction through your demeanour, body, and eyes, you will listen to nonverbal cues.
- Avoid interrupting or reacting until you have heard the whole message and had time to process it. Pay attention to the primary points in the speaker’s message and the specific words used. Stay calm, control your emotions, and remain composed. Silence and focus provide the emotional energy to understand the other person’s message truly. Impatience and poor listening are root causes of conflicts and arguments.
- Use a natural, gentle gaze to make the speaker comfortable and assure them you listen to their words, emotions, and feelings. Direct eye contact closes the communication gap.
- Do not look at your watch or phone regularly, sigh audibly, doodle, or tap a pen, as these convey disinterest and disrespect. Avoid leaning back, being distracted, and blank looks.
- Respect the speaker’s views and thoughts. Listen with patience, maintaining a smiling demeanour. Defer judgment; seek first to understand, then to be understood. Support him positively with a gentle smile, nods, and exclamations.
- After the speaker has conveyed his thoughts, summarise his message to convey your understanding of the issue. This will allow the speaker to clarify or elaborate. You could also ask pointed questions to complete the picture and cover the gaps.
- After getting a clear picture, reflect on the issues before responding; do not rush. Communication is a two-way street, and providing positive feedback completes the loop. Ask the listener to give input to address barriers and avoid misinterpretations.
- Taking notes while listening gives the speaker time to process new information and respond comfortably.
Mastering this skill goes beyond simple technique; it is an art that takes time and practice. Working on active listening, watching, reading, and writing is part of Smart Communication. Recognize that different people operate from various levels, emotions, and perspectives. Show patience and respect, especially when facing cultural values or language differences. Patience and perseverance are needed to hone questioning skills linked to listening.
Active listening improves focus and concentration, builds rapport, conveys care, and makes you less likely to make mistakes. It creates an environment for ideas, feedback, and information to flow freely and accurately, building cohesive teams, managing conflicts, and addressing misunderstandings. It helps build and maintain connections, opens collaboration, solves problems, and improves expectations, adding value to critical thinking and conflict resolution skills. It even helps you win arguments, negotiations, or bargains. Listening is also an opportunity to learn something new, reflecting humility and vulnerability.
For a deeper understanding of these concepts, read “Facets of Communication 360°”, written by Anand Chhabra & Vinod Mitra (Manjul Publishing House). Grab your copy at just ₹299: