ACTIVE LISTENING: COMPONENTS AND IMPORTANCE

 Active Listening

Listening: 

Listening is a skill in which sound signals are received and interpreted by the brain to understand the meaning of these signals. It is one of the four important language skills.

It can be developed by regular practice - consciously, carefully, and systematically. Interpretation of a message depends on the listener’s knowledge of the language & signals. Listening also depends on the listener's attitude toward the speaker. 

Active listening

One very effective type of listening is called active listening. Active listening is a way of listening in which the listener listens with full attention, understands messages completely, and responds to the speaker. In active listening a listener practices listening carefully, giving full attention to verbal and non-verbal messages, and then providing appropriate feedback to the speaker.

Important Components for Active Listening Skill

The biggest challenge for a listener is to engage in active listening.  Active listening can be done by

• Keeping the focus on the team members.
• Listening to team members’ speeches. 
• Avoid constant pings on cell phones or checking incoming emails.
• Being quiet and paying attention. 
• It involves body language, participation, and exploring the conversation.

There are many components that help in achieving Active Listening.  A few are given below-

1.  Pay Undivided attention

Undivided attention means- paying complete attention without any distractions. Giving someone undivided attention demonstrates respect. If a listener is not able to give full attention, he should reschedule the meeting. For undivided attention, a listener must

• Pay attention to what the other person is saying 
• Avoid thinking and planning while listening.
• Ensuring the phone is away or on silent mode to give the speaker undivided attention. 

2.  Use Body Language to show attention

In the process of face-to-face conversation, listening is supported by body language. This can be done through eye contact, nodding head, facial expressions, etc. The speaker can easily understand by the body language of the listener whether he is interested and listening attentively or not. Hence positive body language plays as an important component of active listening and supports a listener. The listener should face the speaker directly, sit or stand in an open position, smile, etc to respond to the speaker.

3.  Withhold judgment about the speaker

‘Withhold judgment’ means ‘not making any decision without listening to the speech carefully and completely. A leader must be receptive to new ideas, perspectives, and ways of doing things. He must maintain an open mind while listening and avoid jumping to conclusions. He must allow other people to express his opinion without interjections or criticism. 

4.  Acknowledge the words of the speaker

The listener must use a few indications like-‘uh huh’, ‘I see’, OK, etc. Such indications show that the listener is actively involved with the speaker. It also helps a lister to be focused.

5.  Don’t interrupt

The listener must not jump in the middle of the speaker’s turn. It disturbs the speaker and also shows impatience and disrespect to the speaker. It may frustrate the speaker too. Hence listener must wait for the conclusion of the speaker.

6.  Build rapport

The listener must show his engagement with the speaker’s words by asking some relevant questions or clearing his points. It helps to build rapport between the listener and speaker.

7.  Seek Clarity

Clarity is the base of effective communication. If a leader is not sure or does not understand what the person is saying then he must clear the points by asking a question. Open-ended questions are great tools for learning more about the person and expanding the conversation. (Open-ended questions mean questions either have question words or demand explanation.)

8.  Restate what you hear

Restating means repeating a statement in a different manner to clear any doubt, if any. Restating in a conversation shows the speaker that the listener is getting his point and is truly listening. It also helps the speaker to rectify any statement if not taken in the right way or does not align with what he is trying to communicate. It builds the trust of the speaker in the listener.

9.  Be authentic in response

The listener must be candid, open, and honest when responding to the speaker. He must not flatter or give fake gestures to the speaker. It shows that you are not actually listening. Hence, the listener must be true to his response.

10.            Share

Active listening begins with understanding and ends with being understood. It means first of all listener listens attentively and then he clears his own point of view. As the conversation progresses feel free to deepen it by contributing your own perspective, experiences, and ideas. This will build a rapport and positive relationship.

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 Importance/significance of Active Listening 

• Active listening enhances the information and knowledge bank of listeners.
• Active listening sets the foundation of conversation in all settings- at work, at home, in social contexts, etc.
• Active listening helps in engaging the attention of the listener.
•  Active listening helps a listener in responding empathetically.
• Active listening helps to develop good relationships with the speaker.
• Active listening gives emotional support to the speaker.

Importance of Active Listening for a Leader 

Active listening also helps in the workplace in many ways.  Effective leaders know when to speak or listen. Asking for team members’ opinions, ideas, and feedback shows that the leader cares about them and their opinions. Active listening also involves sharing, and actively taking part in the conversation by asking questions, inviting team members to explain, and taking notes. Active listening demands an uninterrupted environment.  

• Leaders can make better policies, correct decisions, and solve problems & grievances.
• Active listening helps to know and understand the activities of the competing organizations, also.
• Active listening in the same workplace helps to find false rumors that may damage the healthy environment and the reputation of the organization.
• Active listening creates a pleasing atmosphere for coordination among various departments at the workplace.
• Active listening helps to get constructive suggestions from the employees.
• Active listening helps to raise the employees' morale and creates a sense of togetherness.
• Active listening welcomes subordinates in the decision-making process and they contribute new schemes & useful suggestions. 
• Active listening increases capacity as a leader.
• Active listening shows that the listener cares and it builds trust.
• Active listening gives the listener a vision of the reality on the ground.

Importance of Active Listening in an Organization

Active listening is the best way to know about your client’s needs to create a successful strategy. feedback is needed to make well-informed decisions and steer the organization in the right direction. Good leaders are always active listeners.

Active (Attentive) listening has several immediate and important benefits for an organization, including:

a)  Promotes better business communication.

b)  Helps teams develop effective communication skills.

c)  Improves team members' morale.

d)  Reduces team members' stress.

e)  Helps resolve interpersonal conflict.

f)   Encourages employees to express their opinions and perspectives.

g)  Opens the door to new ideas and possibilities.

h) Perhaps most importantly, active listening increases employee engagement at all levels of the organization.

(How can we improve our listening)

Guidelines for Active listening

• Listen patiently to the speaker without judging it wrong or irrelevant.

• Simply use body language- like nodding your head and smiling,

• Give attention while listening and trying to understand the feelings of the speaker.

• Encourage the speaker to talk continuously.

• Keep tone neutral while giving a response and don't lead the speaker forcefully in a desired way.

• Give time for discussion to continue speech without interruption.

• Avoid direct questions and arguments during listening.

• Repeat the statement as a question when further clarification is required.

• Try to listen to the changing tone & volume of voice to find the real meaning.

• Concentrate on the speaker's facial expressions, gestures, and body movements.

• Refrain from merging official communication when listening for other purposes.