According to Forbes, simply paraphrasing what you’ve heard ensures that you’re listening attentively. Believe it or not, paraphrasing is a form of active listening. It gives you the opportunity to absorb and express information in your own words and, ultimately, increase your understanding of the topic.
Reflect on how to paraphrase when listening
Learning how to paraphrase when listening is fundamental in developing and honing your communication skills. Start by simply taking a moment to reflect.
Would you consider paraphrasing a form of active listening?
Exercises to help you paraphrase when listening
Now, it's time to put your reflection into action. Finding opportunities to implement your communication skills can allow you to paraphrase when listening.
- Use "I" statements when repeating information back to your team. Consider: “If I understand you correctly..." or “If I’m hearing you…”
- Restate your version of the information given to you as opposed to saying it verbatim. Use synonyms, repeat key phrases, and break down ideas into digestible chunks.
- Highlight the main takeaways and substantiate them with quotes to your speaker at the end of a meeting. Avoid nitpicking at minor details when relaying the information back.
Why paraphrasing matters in active listening
Paraphrasing is repeating back what someone said in your own words. It proves you were listening, gives the speaker a chance to correct any misunderstanding, and helps you remember the conversation. Done well, it builds trust and prevents the small miscommunications that derail projects.
How to paraphrase effectively
- Listen for the main idea before you respond, not just the last sentence.
- Restate it in your own words rather than parroting word for word.
- Keep it short and focus on the speaker's key point and feeling.
- End by checking in: "Did I get that right?"
- Adjust based on their response and ask a follow-up if needed.
Useful starter phrases include: "What I'm hearing is...", "So if I understand correctly...", "It sounds like you're saying...", and "Let me make sure I've got this...".
Paraphrasing examples
Speaker: "I'm swamped and this deadline feels impossible." Paraphrase: "It sounds like your plate is full and the timeline is stressing you out, is that right?" Speaker: "The handoff keeps breaking down between our teams." Paraphrase: "So the issue is the handoff process between the teams, not the work itself?" Each version confirms understanding and invites the speaker to clarify.
Frequently asked questions
What is paraphrasing in listening?
Paraphrasing is restating another person's message in your own words to confirm you understood it. It is a core active-listening skill that reduces misunderstandings.
What is the difference between paraphrasing and summarizing?
Paraphrasing restates a single point in the moment, while summarizing pulls together the main ideas from a longer conversation at the end. Both show you were listening.
