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Here at the Clear Language Lab our focus is on clear communication. An important part of clear communication in conversations is active listening.
Active Listening is thoughtfully processing and seeking to understand the meaning and intent behind what someone is saying.
We can use the principles of plain language as a framework for active listening. Remember, plain language is communication that allows the intended recipient to find what they need, understand what they find, and use that information. (International Plain Language Federation)
When you are actively listening, you are intentionally putting yourself in the position to help the speaker clearly communicate what they want you to hear. Here is how plain language principles can help you actively listen:
Find What You Need
The person speaking with you has something that they need you to hear. Make sure you give them the best opportunity to do this.
Be fully present
Make sure distractions are minimized. You may need to relocate to a quieter space or silence your phone or quiet your Slack to ensure there are no interruptions.
Pay attention to non-verbal cues
Cues like tone of voice, posture, and facial expressions can convey the “motivation and emotion behind what is being shared.” (Wellpower)
Keep good eye contact and a neutral friendly expression
This shows that you are listening without judgment.
Understand What You Find
To help you understand what is being spoken:
Ask open-ended questions
Open-ended questions do not require a short, fixed answer like yes or no. These questions help to make sure that details aren’t overlooked or misinterpreted.
Reflect what you hear
Repeat the person’s words back to them. It lets them know you are listening and allows the space for both of you to gather your thoughts.
Use What You Find
Here’s where some caution may be employed since you are choosing to listen:
Wait to respond
Try not to prepare a response while you are listening to the other person. Be fully present and save thinking of your response until the other person has been able to fully express their thought.
Be respectful when you do respond
After you have taken the care to actively listen to someone, be respectful in how you respond back to what they have said.
Active Listening is a skill that will take intentional practice. However, the principles of plain language can help you remember what to do. As an active listener, when you seek to find what you need, understand what you find, and use that information, the message someone else is sending to you will be clearer.
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