Active listening involves being a mindful and focused participant in a conversation. It requires shifting your focus from your own perspective to fully engage with the other person as they speak.
Unlike passive listening, which is merely hearing the words, active listening requires engagement with both verbal and non-verbal cues. By paying close attention and showing interest through eye contact and body language, you communicate that you value the speaker’s perspective.
Active listening also involves asking open-ended questions, paraphrasing to confirm understanding, and listening to comprehend rather than to respond. Withholding judgment and providing thoughtful feedback demonstrate that you respect and appreciate the speaker’s thoughts and insights.
Why Is Active Listening Important?
Active listening is not just an essential soft skill for improving communication, building trust, and helping people make better decisions. It’s also a powerful tool for personal growth and development, inspiring you to become a better communicator and a more empathetic individual.
In a team meeting, active listening can create a respectful and empathetic understanding between employees. This understanding can help reduce misunderstandings and promote more effective problem-solving, giving everyone the confidence that their perspectives are being heard and considered.
Employees can make more informed decisions and find better solutions by listening to different perspectives and gathering relevant information. Active listening can encourage brainstorming, diverse viewpoints, and critical thinking, empowering everyone to contribute to the discussion.
Other benefits of active listening include conflict resolution, building stronger relationships, and improving workplace efficiency.
8 Effective Active Listening Techniques for the Workplace
1. Be present
Be completely present in the conversation and soak in all the sensations that go with it. It’s easy to appear attentive while being “checked out” or “mentally a million miles away.” Instead, better connect with the speaker’s words and emotions by consciously grounding yourself in the here and now.
To practice this technique, put away your phone, eliminate distractions, and place all of your focus on the speaker. Let go of other thoughts. Maintain eye contact, nod in acknowledgment, and repeat key points in your mind to reinforce your understanding. These actions will help keep your mind centered on the conversation and show the speaker you’re engaged and present.
2. Observe non-verbal communication
A significant portion of communication—up to 65%—is conveyed through non-verbal cues. By being attuned to these signals, you can better understand the emotions and intentions behind the words. For instance, a person who speaks quickly might be feeling anxious, while someone who speaks more slowly might be tired or deliberate in their word choice. Other cues like body posture, facial expressions, and tone of voice can also offer helpful insights into the speaker’s intentions and emotions.
Your non-verbal behaviors play a crucial role in active listening. Demonstrate your attentiveness with open, non-threatening body language—keep your arms uncrossed, smile gently, lean in slightly, and nod to acknowledge points.
Additionally, be conscious of your facial expressions to ensure they reflect a positive and engaged demeanor. A neutral or encouraging expression can help maintain a comfortable atmosphere and promote open and effective communication.
3. Practice intentional eye contact
In active listening, maintaining eye contact is crucial as it signals to the other person that you are fully present and focused on what they’re saying. It reassures them that your attention isn’t wandering elsewhere and that you’re genuinely interested in the conversation.
However, too much eye contact can make the interaction feel uncomfortable. To strike the right balance, try using the 50/70 rule: maintain eye contact for 50% to 70% of the time while listening, holding it for about four to five seconds before briefly looking away. This rule ensures that you maintain a connection with the speaker without making them feel uncomfortable or intimidated.
4. Encourage deeper conversations and responses with open-ended questions
When you ask “yes or no” questions, you often receive brief, closed responses that can bring the conversation to a halt. This isn’t ideal for active listening because it limits the depth of the discussion and reduces your ability to fully engage with the speaker.
Instead, use open-ended questions to keep the conversation lively and insightful. Some examples of open-ended questions include:
- “Can you tell me more about your experience?”
- “What are your thoughts on this issue?”
- “How do you envision the next steps?”
- “What other options do you think might work?”
Open-ended questions are rooted in a genuine curiosity about the other person. Using them signals your interest and makes the speaker feel respected and understood.
5. Restate to show you’re listening
After someone has shared their thoughts, reflecting on what you’ve heard helps confirm your understanding. This active listening strategy reassures the speaker that you’re genuinely engaged and empathetic.
To reflect, try paraphrasing their message. You might say, “If I’m getting this right, you’re concerned that we will miss the deadline,” or “What I’m hearing is that you’re feeling frustrated with the situation.” Summarize their main points and allow them to confirm or clarify your understanding.
If you’re unsure about something they’ve said, ask for clarification. But remember, staying focused on the broader message is more important rather than getting lost in minor details.
6. Use the E.A.R listening technique
The E.A.R. listening technique is structured to enhance communication and understanding in conversations. It stands for Explore, Acknowledge, and Respond and involves three sequential steps:
- Explore: This initial step involves asking open-ended questions to understand the other person’s perspective. Questions like “What do you think?” or “Can you share examples with me?” are used to help the other person feel free to express their thoughts and feelings fully.
- Acknowledge: After exploring, the next step is to confirm your understanding of the other person’s viewpoint. This can be done by paraphrasing their main concerns and asking for confirmation, such as, “So if I understand you correctly… Is that accurate?” This step ensures that assumptions are minimized and the speaker feels heard and understood.
- Respond: Once the other person confirms their perspective has been accurately acknowledged, you can respond. This response should be informed by the information gathered in the previous steps, allowing for a more thoughtful and relevant reply.
The E.A.R. method is effective because it fosters a receptive communication environment, reduces misunderstandings, and helps build positive relationships by showing genuine interest in the other person’s thoughts and feelings.
7. Practice patience
Practice patience by allowing others to express their thoughts fully and without interruption. Resist the temptation to finish their sentences for them and focus on truly understanding the speaker rather than preparing your response while they are still talking.
Your role is to serve as a sounding board, absorbing and reflecting on what is being said without prematurely injecting your opinions. Additionally, avoid shifting the conversation abruptly, as this can signal disinterest or impatience.
8. Withhold any judgment
Maintaining a neutral, non-judgmental stance in conversations allows others to express themselves freely, knowing they won’t be met with criticism or blame. This approach creates a safe space where they can trust that their thoughts will be received with understanding rather than judgment.
To foster a less judgmental mindset while listening, try expressing empathy for the person or their situation, expanding your knowledge of diverse cultures and perspectives, practicing accepting others, and becoming aware of any judgmental thoughts so you can actively choose to let them go.
Conclusion
Incorporating active listening techniques into daily interactions can enhance communication, foster stronger relationships, and create a more inclusive, respectful, and productive environment.
You demonstrate genuine interest and empathy towards others by being fully present, observing non-verbal cues, maintaining intentional eye contact, and practicing patience and non-judgment.
These skills reduce misunderstandings and build trust and collaboration, leading to more meaningful and useful conversations in both professional and personal settings. Ultimately, active listening is not just a technique—it’s a commitment to engaging with others in a way that values their perspectives and contributes to mutual growth.
INTOO’s Effective Communications Strategies Training for employees provides a safe and dynamic learning and practice environment where team members can improve their active listening and other vital communication skills. Contact us today to learn more about how this training and our other career development programming can help your organization.
INTOO staff writers come from diverse backgrounds and have extensive experience writing about topics that matter to the HR and business communities, including outplacement, layoffs, career development, internal mobility, candidate experience, succession planning, talent acquisition, and more.
