What is active listening, and why is it important?

Communication is one of the most important aspects of human interaction. Active listening skills could be beneficial in both personal and professional lives. We listen to others in a conversation, but listening is more than hearing what someone is saying.

So, what is active listening? It involves engaging, understanding the message, and responding thoughtfully and empathetically.

Read on to explore active listening and its benefits. This guide shares some active listening techniques you should learn. We also showcase these skills to contribute to workplace success.

These are the topics we'll cover:

• Why is active listening important?
• How to improve your active listening skills
• Other ways to improve your active listening skills
• How to showcase your active listening skills during an interview
• Conclusion
• FAQs

Why is active listening important? 

Active listening is a communication technique that involves paying attention to the conversation, understanding the message, and responding appropriately. It goes beyond passive listening, where the listener may hear the speaker but not fully understand what they're trying to say.

When actively listening, you not only focus on the words but also pay attention to the person's tone, body language, and underlying emotions. Attentive listening also helps a person feel heard so that they are able to better connect with you.

It's the foundation for good communication

Active listening is the foundation for good communication no matter where you are, whether in Malaysia or the United States. You demonstrate empathy and attentiveness by paying full attention to the person speaking.

Active listening helps you become a better communicator. It also helps you establish trust and meaningful connections with others, leading to more effective interactions. Listening actively to others, you better understand and relate to their emotions and experiences.

This interaction also helps build interpersonal skills. According to the Harvard Business Review, active listening has many psychological aspects. It is a social skill that helps you recognise nonverbal cues from others while controlling your emotional response.

Good listeners often showcase active listening principles through empathy, self-awareness, and a high level of emotional intelligence.

Benefits of active listening in professional settings

There are many benefits to being an attentive listener. Active listening helps you improve the workplace. It encourages teamwork and better communication in a Malaysian workplace. Active listening is often a key employability skill in the workplace.

Here are some of the key benefits of active listening:

• Improves workplace efficiency: In professional settings, active listening helps to streamline processes and increase productivity. When colleagues feel heard and understood, they're more likely to work together well. They work towards common goals and give each other feedback.
• Encourages teamwork: Active listening is a helpful tool for fostering a culture of teamwork and collaboration in the workplace. When you communicate well, your teammates can better share and offer new ideas from diverse perspectives. Collaboration helps drive innovation in the workplace.
• Facilitates team leadership: Effective listeners in leadership understand the importance of active listening in inspiring and motivating their teams. A leader who actively listens and understands the needs and concerns of team members in a non-judgmental way. This helps you build trust, address issues proactively, and lead by example.
• Improves decision-making: Active listening is a vital tool that enables you to gather relevant information while considering multiple viewpoints. It helps you make informed decisions and suggest more effective and sustainable solutions.
• Enhances conflict resolution: Misunderstandings are common in Malaysian workplaces. Effective listening helps you resolve conflicts. You could seek clarification while withholding judgment on others. This helps you see the full picture during a conflict, find common ground, and work towards outcomes that benefit all.

How to improve your active listening skills 

Some have natural active listening abilities. However, this skill could be developed and refined through constant use and effort.

Here are some methods you should use to improve your active listening skills:

• Pay full attention to the speaker: A basic way to cultivate active listening is to give the speaker your undivided attention. Minimise any distractions, such as electronic devices or external noises, so that you stay focused on the conversation. Maintaining eye contact with the person speaking also helps you focus.
• Maintain nonverbal engagement: Nonverbal cues, such as eye contact, facial expressions, and body language, show interest. Other signs of a good listener include keeping an open and attentive posture and engaging with the other person through subtle nods or gestures. These cues show you're listening to the conversation and paying attention to the speaker.
• Provide regular feedback: Offer verbal and nonverbal feedback to demonstrate that you're actively listening. You should encourage the speaker to elaborate on certain points by seeking clarification. Asking open-ended questions helps the speaker. They show that you're paying attention. So does asking them to explain. Sharing your ideas during the conversation shows you're an active listener.
• Defer judgement: Avoid jumping to conclusions or forming premature opinions during the conversation. Keep an open mind and withhold judgment until you understand the speaker's perspective. This helps you understand the full picture before giving feedback or offering ideas.
• Respond appropriately: Active listening also means responding to another person through thoughtful dialogue. Take time to think about the person's point. Then, offer insight or other views nicely.

Other ways to improve your active listening skills 

Using active listening helps. It gives you a better understanding. It shows how to use techniques to focus on the speaker.

Here are some active listening techniques you could practise:

• Self-assessment: When you have time to yourself, think about how you listen and identify areas for improvement in future talks. Consider asking friends, family, or colleagues for feedback. They give insights into your active listening skills and, if necessary, help point out any growth areas.
• Active listening exercises: Active listening exercises are useful ways to use your active listening techniques. You could arrange them during one-on-one conversations, group discussions, or professional meetings. Try out different active listening techniques. See how they improve the conversation.
• Regular practise: Like any soft skill, consistently practising active listening and reinforcement is necessary. Make an effort to listen actively in your daily interactions. This will improve your skills over time.

How to showcase your active listening skills during an interview 

Listening attentively during an interview sets you apart from other job seekers. Active listening helps you make a lasting impression on prospective employers.

Here are some tips for showcasing your active listening skills during an interview:

1. Be deliberate in your responses: Listen attentively to the interviewer's questions and gather your thoughts before responding. Phrases like "okay" give you time to think through their statements or questions. Your answers should be relevant and brief. This shows that you're listening to and understanding the interviewer's questions.
2. Take note of your body language: Body language is often a major factor in an interview. It shows the interviewer that you're listening and paying attention to them. Use positive body language to show interest in the interview. Maintain eye contact and nod occasionally. You may also lean slightly forward to show your attention.
3. Ask insightful questions: Another good way to demonstrate your listening skills is to ask relevant questions based on what the interviewer has shared. Asking an open-ended question in the interview shows that you're engaged and highlights your critical thinking.
4. Paraphrase and summarise: Sometimes, repeat or sum up key points the interviewer makes during your interview. Do this to confirm that you understand them. This shows that you're listening and processing the information they give you. You do this during the conversation. The interviewer also sees that you can articulate your thoughts clearly.
5. Avoid interruption: During an interview, let the interviewer finish their thoughts. Avoid interrupting or speaking over them. This example of active listening shows that you respect the person and want to pay attention to what they are saying. Listening helps the interviewer see you and your skills in a positive way.

Conclusion 

In conclusion, active listening is a fundamental social skill essential for effective personal and professional communication. By developing active listening skills, you interact better and enhance workplace dynamics.

Active listening skills help you build stronger relationships with others. By using techniques such as self-awareness, nonverbal engagement, and paying attention, you unlock personal and career benefits.

FAQs 

Here's a quick guide to frequently asked questions about active listening that you may refer to:

1. How does active listening differ from just hearing?
   ⁠Active listening goes beyond hearing what a person is saying in a conversation. Hearing is a passive process of perceiving sound. However active listening means engaging with the speaker and understanding their message.
   ⁠
   ⁠When you only hear, you may disconnect from the conversation. When you listen, you can empathise with the person while picking up their verbal or nonverbal cues.
   ⁠
2. Can I learn active listening, or is it an innate skill?
   ⁠While some may have natural active listening skills, you can also learn and refine through regular effort. Like other soft skills, active listening requires dedication and a willingness to learn and improve.
   ⁠
   ⁠When you practise these techniques, you can improve your active listening skills and become a better listener.
   ⁠
3. What are some common challenges in practising active listening and how can I overcome them?
   ⁠Active listening has common challenges, including distractions, cultural differences, and emotions. External distractions can be simple, like noise around you. They affect both you and the person you're talking to.
   ⁠
   ⁠Malaysia is a multicultural country. Cultural differences, like language differences, can lead to misinterpreting the message. Biases can create emotional barriers. They may influence how you understand a person's message.
   ⁠
   ⁠To overcome these challenges, you can use strategies. For example, minimise distractions and suspend judgment. Also, seek clarification to understand the other person's perspective. These strategies can accommodate different cultural contexts and form meaningful connections.
   ⁠
4. How can I maintain active listening in virtual or remote communication settings?
   ⁠Maintaining active listening in virtual or remote settings may require additional considerations. Remote conversations can lack face-to-face interaction or physical cues.
   ⁠To overcome this challenge, you could use video conferencing software. It lets you see others while they speak. You can also use active listening, asking questions and restating or summarising key points to show you understand the speaker.
   ⁠
5. Are there any specific tools or apps that can help improve active listening skills?
   ⁠There are no tools or apps to improve your skills, but there are resources to help you develop them. For example, phone apps can help you practise mindfulness and improve your focus, which are also parts of active listening.
   ⁠
   ⁠You can also use platforms for communication and collaboration. For example, virtual whiteboards. They help you interact with others and foster discussions in remote settings.