Set your thinking aside
If your thinking is a distraction, then you must learn to manage the voice in your head. Recognize that the little voice is competing for airtime and set it aside. If you can’t do it, it would be better to excuse yourself from the conversation and reschedule when you can give your full attention. Listening and attending to others is not something that you can fake until you make it. People know when you are not present.
Ask questions
If you find yourself making negative judgments about what the other person is saying, shift to asking questions that will confirm or disconfirm your thinking. For example you might ask, “What data led you to that assumption?” or “Help me understand how you came to your opinion.” Asking good questions will add depth to your understanding and a richness of learning about the individual. This won’t happen if you never ask a question. Just remember, if you don’t ask you will never know.
Cut the distractions
We are too preoccupied with the use of electronic gadgets today. It is a wonder that anyone can give their full attention to another individual. Close your laptop and silence your phone and put them outside your reach. Allowing your electronic devices to interrupt any conversation is highly disrespectful. You wouldn’t want to be interrupted by someone answering their email or an incoming text in the middle of a conversation that you wanted to hold. Give people the respect they deserve by giving them your full attention.
Manage your body language
Use clusters of nonverbal behaviors to show interest in what people are saying. For example, mirror the eye contact that is being given to you by the person who is speaking. Lean slightly toward the person to show interest. Use your hands in a gesture of making an offer when sharing an idea, or gesture with your fingers that you want to hear more. Sit on the same level as the person to whom you are speaking. Turn your body to face the person and allow for ample spacing, so that they will feel comfortable. Use these deliberate movements to demonstrate interest in the other person and what they are saying. Subconsciously this will put the other person at ease and communicate that what they have to share is important to you.
Check your understanding
At any time during the conversation, don’t hesitate to summarize what you believe you have heard. Doing so demonstrates that you are trying to understand the individual. Don’t worry if the person tells you that you have not entirely understood what they were saying. They will correct any misinterpretations that you may have made. What is important is that you demonstrate and clarify your understanding.
Listen twice as much as you speak
We were given two ears and one mouth. We ought to listen twice as much as we speak. As you listen, don’t steal the other person’s talking turn. Stealing a turn occurs when you grab the focus of the conversation away from the speaker and then share your experiences or stories to compliment the message of the speaker. People with different conversation styles may do this as a way of establishing common ground. But such behavior is usually looked upon as very disrespectful. Additionally those who are more assertive frequently cut people off or finish their sentences. Such behavior is also not acceptable.
Be present
Learning to listen and give your full attention to another person is not easy even for a practiced listener. Learning to give your full attention to someone over a longer period of time if you are preoccupied with all the things that fill up your agenda requires patience and focus.
Before you commit to listen to another, assess the amount of time you have to listen to that individual. If you realize that you don’t have the time, then schedule a time when you will have the time. For example, you might say, “This is a really important conversation and I would like to talk about it more. Unfortunately I have another meeting scheduled in a few minutes. Would it be alright if we picked up the conversation when I return?” You need to take responsibility to manage your listening more effectively.
Watch for unspoken messages
One way to become a more effective listener is to realize that there is meaning behind the feelings, words, and actions that people express or display. If you are in doubt about the meaning of a person’s message, then ask for the meaning. For example, if you observed that someone seems to become defensive, you might say, “I am noticing that you are beginning to become upset. Tell me why.” Or if someone said something that you didn’t understand, you might offer, “After the meeting I heard you say, ‘Oh great! Now what are we supposed to do?!’ Can you tell me what you meant by that?” What is important is for you to observe what people are feeling, saying, and doing and then try to gain further understanding about what all of that means. Notice that this skill really requires that you give your full attention to the person and notice what messages they are displaying. The challenge is uncovering the meaning hidden behind the message.
Apologize if you get caught
It is not difficult to become unconsciously conscious in a moment and quit listening and attending. If someone calls you on your behavior, admit your distraction, apologize, and reengage. Offering a heart-felt apology will go a long way to building your relationships and establishing your sincerity.
Becoming a fantastic listener requires skill and practice. You also need to improve your awareness of what you don’t do well and with whom you need to improve your listening ability. We don’t intentionally go out of our way not to listen to people. We must realize that becoming an exceptional listener requires a conscious and deliberate effort to understand and connect with others. After all, everyone wants to know that they are heard and understood.