ROYAL COLLEGE

Department of Business Management(BM1)

Curse title: Business communication

Group Assignment
Group 3
1. Hikma Abdu ……...................0303/14
2. Selamawit Tesfaya ............................0333/14
3. Liyuget Dersehe ............................0295/14
4. Tigistu Bizany ............................0344/14
5.Hiwot Fikru .............................0302/14

Feb 2/2024
IntroductionTo ActiveListening
Active listening is more than just passively hearing sounds. It's a deliberate skill
that involves giving your full attention and understanding to the speaker. It's
about creating a space where they feel heard, respected, and understood.

● What is active listening?

We'll delve into the key components of active listening, like focusing on both verbal and
nonverbal cues, asking clarifying questions, and paraphrasing for understanding.
We'll explore the difference between active and passive listening, highlighting the
mindset shift needed to truly engage with the speaker.
● Why is it important?

We'll uncover the numerous benefits of active listening, from building stronger
relationships to resolving conflicts, improving communication, and enhancing learning.
You'll see how active listening can positively impact every aspect of your life, both
personal and professional.
● How can you practice it?

We'll dive into practical tips and techniques you can use to improve your active listening
skills.
You'll learn about body language, open-ended questions, reflective listening, and other
tools to engage effectively with speakers.
We'll also explore different scenarios and situations where active listening can be
especially helpful.

● Resources and beyond:

If you're looking to further your journey, I'll recommend additional resources like articles,
books, or even exercises to keep practicing and refining your skills.
Active listening
Active listening is a crucial communication skill that goes beyond simply hearing the
words someone says. It's about actively engaging with the speaker, understanding their
message on multiple levels, and responding in a thoughtful way. Here are some key
aspects of active listening:

● Paying attention:

Minimize distractions: Put away your phone, silence notifications, and focus on the
speaker.
Maintain eye contact: This shows interest and engagement.
Use open body language: Lean in slightly, nod occasionally, and avoid crossing your
arms.

● Understanding the message:

Listen to verbal and nonverbal cues: Pay attention to the speaker's tone of voice, facial
expressions, and posture.
Ask clarifying questions: Don't be afraid to ask for clarification if something is unclear.
Paraphrase and summarize: Reflect back what you've heard to ensure understanding.
● Responding thoughtfully:

Avoid interrupting: Allow the speaker to finish their thoughts before responding.
Acknowledge and validate their feelings: Show empathy and understanding.
● Respond according to the situation: Offer support, provide feedback, or
simply listen without judgment.
● Benefits of active listening:

Builds stronger relationships: Active listening shows respect and fosters trust.
Improves communication: Clearer understanding leads to better communication
outcomes.
● Reduces conflict: By truly understanding each other, conflicts can be
prevented or resolved more effectively.

Features of poor listening

Poor listening can manifest in a variety of ways, both verbally and non-verbally. Here
are some key features to watch out for:

Mentally:

Distractedness: Easily losing focus on the speaker due to internal or external stimuli,
like fidgeting, checking phones, or letting thoughts wander.
Closed-mindedness: Having a predetermined opinion and not being open to
considering the speaker's perspective.
Filtering: Only paying attention to specific details that align with existing beliefs, while
ignoring the rest of the message.
Judging: Quickly forming negative opinions about the speaker or their message,
hindering genuine understanding.
Anticipating the next point: Trying to guess what the speaker will say next instead of
fully listening to their current words.
Verbally:

Interrupting: Cutting the speaker off mid-sentence to share your own thoughts or
opinions.
Changing the topic: Bringing up unrelated topics instead of engaging with the
speaker's point.
Offering unsolicited advice: Jumping to solutions before fully understanding the
speaker's situation.
Minimal verbal responses: Using vague phrases like "uh-huh" or "okay" without
genuinely engaging with the message.
Asking clarifying questions for personal gain: Using questions to gather information for
yourself rather than to understand the speaker's perspective.
Non-verbally:

Body language: Fidgeting, looking away, yawning, or slouching, which can convey
boredom or disinterest.
Facial expressions: Scowling, rolling eyes, or appearing impatient can communicate
negativity towards the speaker or their message.
Lack of eye contact: Avoiding eye contact can signal inattentiveness or disrespect.
Remember, poor listening can be unintentional, and we all exhibit these behaviors at
times. However, becoming aware of them is the first step towards improving your
listening skills and fostering stronger communication in your relationships.

Causes of Poor listening

Poor listening can have a variety of causes, both internal and external. Here are some
of the most common ones:

Internal causes:

❖ Distractions: This is probably the most common cause of poor listening. Our
attention is constantly being pulled in a million different directions, by our phones,
our thoughts, the people around us, and even the environment. When we're not
focused on the speaker, we're going to miss what they're saying.

❖ Lack of interest: If we're not interested in what the speaker is saying,

we're less likely to pay attention. This can be because we find the topic
boring, or because we don't think it's relevant to us.
 ❖ Prejudice or bias: If we have negative preconceptions about the speaker or
the topic, we're less likely to listen to them with an open mind. This can make it
difficult to understand their point of view, even if they're saying something
important.

Person crossing their arms and frowning while someone is talking

Stress or anxiety: When we're stressed or anxious, it can be difficult to focus on
anything, including listening. This is because our brains are busy trying to deal with the
threat, which leaves less room for processing new information.

External causes:

❖ Noise: A noisy environment can make it difficult to hear the speaker, which can
lead to poor listening.

❖ Physical discomfort: If we're uncomfortable, it can be difficult to pay

attention. This could be because we're too hot or cold, or because we're
sitting in an uncomfortable chair.

❖ Communication problems: If the speaker is mumbling, speaking too softly,

or using jargon that we don't understand, it can be difficult to listen to them.

If you find yourself struggling to listen, there are a few things you can do to improve.
First, try to identify the cause of the problem. Once you know what's getting in the way,
you can start to take steps to address it. For example, if you're easily distracted by your
phone, try turning it off or putting it away before you start a conversation. If you're not
interested in the topic, try to find something that you can connect with, even if it's just a
small detail. And if you're struggling to hear the speaker, ask them to speak up or move
to a quieter location.

With a little effort, you can improve your listening skills and become a more effective
communicator.

Guidelines for Effective Listening:

Effective listening is a key skill for building strong relationships, understanding
others, and fostering communication. Here are some guidelines to help you
become a better listener:

Focus on the speaker:

Be present: Give the speaker your undivided attention. Minimize distractions like
phones or side conversations.
Maintain eye contact: This shows you're engaged and interested, but be
mindful of cultural norms.
Use open body language: Nod, smile, and lean in slightly to show you're actively
listening.
Avoid interrupting: Let the speaker finish their thought before responding.
Be mindful of your own thinking:

Don't rehearse your response: This distracts you from truly hearing what's being
said.
Avoid judging or making assumptions: Try to understand the speaker's
perspective without bias.
Be aware of your emotions: Don't let your own feelings cloud your understanding.
Actively engage with the speaker:
Ask clarifying questions: This shows you're paying attention and helps you
gain deeper understanding.
Paraphrase and summarize: Restate what you've heard in your own words to
confirm your understanding.
Offer empathy and support: Acknowledge the speaker's feelings and show you
care about their message.
Additional tips:

Take notes: Especially for important information or complex topics.

Be patient: Give the speaker time to gather their thoughts and express
themselves fully.
Respect different communication styles: Not everyone communicates the same
way.
Practice regularly: The more you listen actively, the better you'll become at it.
By following these guidelines, you can become a more effective listener and build
stronger, more meaningful connections with others.

Remember, effective listening is a continuous process. Be patient with yourself

as you learn and develop this valuable skill.
practical demonstration
demonstrate active listening techniques through a practical example! However, to
tailor it effectively, I'll need some context. Would you like me to:

1. Simulate a specific scenario: For example, imagine you're telling a friend

about a challenging situation at work. I can demonstrate active listening by using
techniques like:

Nonverbal cues: I'll maintain eye contact, nod encouragingly, and lean in to
show attentiveness.
Verbal responses: I'll use phrases like "That sounds frustrating," "Tell me more
about that," and "How did that make you feel?" to encourage you to elaborate.
Paraphrasing and summarizing: I'll occasionally rephrase what you've said to
confirm my understanding and summarize key points to show I'm following along.
Open-ended questions: I'll ask questions that go beyond "yes" or "no" answers
to help you explore your thoughts and feelings further.
2. Respond to a prompt you provide: Share a specific topic you'd like to
discuss, and I can demonstrate active listening as we explore it together.

3. Discuss the general principles of active listening: If you'd prefer, I can walk
you through the key principles and techniques of active listening without a
specific scenario.

Please let me know which option you prefer, and I'll do my best to provide a
helpful and relevant demonstration!