Five Steps to Effective Listening and Communication

Wikipedia defines communication as a process by which information is channeled by a sender or speaker to a receiver or listener who then decodes the message and gives the former a feedback. For communication to be complete, feedback is essential. While speaking skills have always been greatly stressed upon, it is listening that plays a major role in this process. It is this that generates the feedback to complete the communication process. Effective listening involves more than just your ears. It requires you to be totally involved physically, mentally and emotionally. Not for nothing is the Chinese character for listen made up of four characters – the heart, the mind, the ears and the eyes.

Steps to Effective Listening for Effective Communication

There can be no effective communication without effective listening which is more than just hearing and requires effort and practice. Here are a few steps to help you.

Concentrate with undivided attention:This means turning off all distractions, looking directly at the speaker with the intent to understand more than respond and grasping the words with their underlying intent as well.

Be alert but not tense: The tone of the words and the voice are very important clues to correctly interpret the speaker’s message. Do not be in a hurry to interrupt and impose your solutions. It implies a lack of interest and disrespect. Be relaxed. Your turn will come.

Convey to the speaker that you have been listening: Nod your head at intervals, maintain eye contact, lean forward and do not fiddle. You can even respond by saying ‘yes’ or ‘uh-huh’ and with facial expressions like smiling. These indicate empathy and encourage the speaker.

Listen with the right mental attitude: Premature evaluations and immediate judgments are the major barriers to effective communication. Taking things personally and getting defensive as a result can distort the entire communication process. Listen calmly to the end and then discuss points of disagreement, even those that you feel are unjust criticism.

Take time to respond: First, take a deep breath. Then talk. Start off by summarizing in your own words what you feel the speaker has said. This helps the latter realize the extent to which his message was understood. Ask open ended questions to further clarify and respond in the best way.

The next time you want to successfully communicate, remember that listening is of utmost importance. All it takes are a few simple steps to communicate effectively.