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What are the best ways to understand a speaker's message when actively listening?

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Active listening is a key skill for servant leaders, who aim to empower and support their followers by understanding their needs, values, and goals. Active listening involves not only hearing what the speaker says, but also paying attention to their tone, body language, emotions, and underlying messages. By actively listening, you can build trust, rapport, and empathy with the speaker, and provide them with constructive feedback and coaching. In this article, we will explore some of the best ways to understand a speaker's message when actively listening.

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Clayton Panzeri

Director of Support @ ShiftMed | Customer Experience, Business Operations

1 Prepare yourself

Before engaging in active listening, you need to prepare yourself mentally and physically. This means creating a conducive environment that minimizes distractions and interruptions, and allows you to focus on the speaker. It also means adopting a positive and curious attitude, and being open to different perspectives and opinions. You should also set a clear purpose and goal for the listening session, and be aware of your own biases and assumptions that may affect your interpretation of the speaker's message.

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Clayton Panzeri

Director of Support @ ShiftMed | Customer Experience, Business Operations
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I have found in a remote work environment, active listening has become a real challenge. You have Teams, Slack, email and other notifications buzzing constantly, about a thousand tabs available for visibility, and a whole lot of checklist items laying in the background. Going into meetings or 1:1s, it's paramount to minimize these distractions if not eliminating them entirely. This allows you to focus and actively listen to what the person is covering.

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2 Use nonverbal cues

One of the best ways to understand a speaker's message is to use nonverbal cues, such as eye contact, facial expressions, gestures, posture, and head nods. These cues can help you show interest, respect, and attention to the speaker, and also provide feedback and encouragement. They can also help you pick up on the speaker's emotions, intentions, and attitudes, and gauge their level of confidence, honesty, and engagement. By using nonverbal cues, you can enhance the quality and depth of the communication, and establish a connection with the speaker.

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Clayton Panzeri

Director of Support @ ShiftMed | Customer Experience, Business Operations
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This is a really tough ask, often times you want to relate to the person you're speaking to by giving a similar example of your experience, or an affirmative statement. Often times, the more simple you can make the confirmation of listening, the better. Simple nodding of the head, small affirmations etc. work much better.

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3 Ask open-ended questions

Another way to understand a speaker's message is to ask open-ended questions that invite the speaker to elaborate, clarify, or explain their points. Open-ended questions are those that cannot be answered with a simple yes or no, and usually start with words like what, how, why, when, where, or who. By asking open-ended questions, you can show genuine interest and curiosity in the speaker's topic, and encourage them to share more details, examples, or stories. You can also use open-ended questions to check your understanding, verify facts, or challenge assumptions.

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Clayton Panzeri

Director of Support @ ShiftMed | Customer Experience, Business Operations
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Curiosity is the best part of active listening. Asking questions and digging deeper into the subject matter can really confirm that you're actively listening. Open your mind to being curious about the subject that you may not know anything about is a huge key.

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4 Reflect and paraphrase

A third way to understand a speaker's message is to reflect and paraphrase what the speaker says. Reflection means expressing your thoughts and feelings about the speaker's message, and showing empathy and compassion. Paraphrasing means summarizing the main points or ideas of the speaker's message in your own words, and confirming that you have understood them correctly. By reflecting and paraphrasing, you can demonstrate that you have listened attentively and respectfully, and also provide an opportunity for the speaker to correct or modify their message if needed.

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5 Provide feedback and coaching

A final way to understand a speaker's message is to provide feedback and coaching based on the speaker's message. Feedback means giving your opinion or evaluation of the speaker's message, and highlighting its strengths and weaknesses. Coaching means offering suggestions or advice on how the speaker can improve their message, or achieve their goals or objectives. By providing feedback and coaching, you can show that you have analyzed and appreciated the speaker's message, and also help them grow and develop their skills or abilities.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Tamron Little, MAC

Communications Visionary | Keynote Speaker | Cancer Survivor & Advocate | Contributing Writer for Asbestos.com| 40under40 in Cancer Awardee
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Listen to comprehend and not to compare. By doing this, you're slowing down and digesting what’s being said instead of listening for keywords that you can respond to. It will take you a long way in life, as well as strengthen your listening and practical communication skills.

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What are the best ways to understand a speaker's message when actively listening?

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3

4

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1 Prepare yourself

2 Use nonverbal cues

3 Ask open-ended questions

4 Reflect and paraphrase

5 Provide feedback and coaching

6 Here’s what else to consider

Servant Leadership

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What are the best ways to understand a speaker's message when actively listening?

1

2

3

4

5

6

1 Prepare yourself

2 Use nonverbal cues

3 Ask open-ended questions

4 Reflect and paraphrase

5 Provide feedback and coaching

6 Here’s what else to consider

Servant Leadership

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