Posted on

Your Listening Blueprint: How to Receive, Process, and Respond Like a Pro

Graphical representation of the definition of listening

When was the last time you truly listened to someone—not just heard their words but genuinely engaged in what they were saying? We often think of listening as a passive act, but it’s far more than that.

According to the International Listening Association, listening is “the process of receiving, constructing meaning from, and responding to spoken and/or nonverbal messages.” That’s a mouthful, but breaking it down makes it easier to see why listening is a skill we should all work to improve. Let’s explore each part of this definition and how it shapes our daily interactions.

1. Receiving: The First Step in Listening

Listening starts with receiving—the physical act of hearing sound or noticing nonverbal cues. If you don’t hear or see something, you can’t process it.

Example:

Imagine you’re in a crowded coffee shop. Your friend is talking, but there’s background noise—machines whirring, people chatting, music playing. If you’re distracted by your phone or thinking about your to-do list, you might hear their voice but miss the words entirely.

How to Improve:

  • Remove distractions: Dr. Ralph Nichols, often called the “Father of Listening,” emphasized the importance of resisting distractions as a key component of effective listening. He noted that our attention can easily wander, so minimizing external noise and internal thoughts is essential.
  • Make eye contact: It signals engagement and helps you pick up on body language.
  • Practice mindfulness: Be present in the moment instead of thinking about your response.

Takeaway: Just because you hear someone doesn’t mean you’re listening. True listening starts with attention.

2. Constructing Meaning: The Heart of Listening

Once you receive the message, your brain processes it and makes sense of it. This step is where miscommunication often happens—our biases, past experiences, and emotions shape how we interpret what we hear.

Example:

A colleague says, “I didn’t expect you to finish that so fast.” Depending on your mood and their tone, you might hear praise (“Wow, you’re efficient!”) or sarcasm (“Did you rush through it?”). Your interpretation depends on context, past interactions, and assumptions.

How to Improve:

  • Ask clarifying questions: “Did you mean that as a compliment?”
  • Check for emotional reactions: Are you assuming the worst?
  • Consider context: Think about the speaker’s usual tone and intent.

Dr. Kittie Watson, a communication expert and President of Innolect Inc., advocates for active listening—a technique that involves fully focusing, understanding, and responding to a speaker to ensure clarity and connection. By paraphrasing what we hear and asking thoughtful questions, we move beyond just hearing words to understanding them.

Takeaway: We don’t just absorb words—we assign meaning. Making sure we interpret correctly is key to true understanding.

3. Responding: The Final Step of Listening

Listening isn’t complete until we respond. A response doesn’t have to be verbal—it can be a nod, a smile, or an action that shows we understand.

Example:

A friend shares something difficult, like “I’ve been really stressed lately.” A poor response might be dismissing it—“Yeah, we all are.” A better response is acknowledging their feelings: “That sounds tough. Want to talk about what’s stressing you out?”

How to Improve:

  • Reflect before responding: Instead of reacting instantly, pause to ensure your response is thoughtful.
  • Use active listening techniques: Consider the importance of showing the speaker you understand through verbal affirmations like, “It sounds like you’re feeling overwhelmed. Want to tell me more?”
  • Validate emotions: Even if you don’t agree, show you understand their perspective.

Takeaway: A great response shows the speaker they were heard, valued, and understood.

The Power of Listening in Everyday Life

Listening isn’t just about words—it’s about connection. Research published in the International Journal of Listening shows that strong listening skills improve relationships, workplace productivity, and even mental health.

When we truly listen, we build trust, prevent misunderstandings, and create deeper relationships.

See How Your Life Changes When You Truly Listen

The next time you’re in a conversation, ask yourself: Am I just hearing, or am I really listening? Small changes in how we receive, interpret, and respond can make a huge difference in our personal and professional lives.

See how your life changes when you truly listen to others. Visit listen.org for more strategies.

Posted on

Listening: Your Secret Weapon in Public Relations

In the world of public relations, we often think about the messages we send out. But here’s a secret: effective PR is just as much about listening as it is about talking. Listening is our secret weapon because it enables us to truly understand our audience, build meaningful relationships, and respond effectively to any situation. Yep, you heard that right (pun intended)! Let’s dive into why listening is such a big deal in PR.

Understanding Your Audience

Imagine you’re at a party, and someone keeps talking about themselves without letting you get a word in. Annoying, right? The same goes for PR. To truly connect with your audience, you need to understand them. This means actively listening to their voices in meetings, interviews and conversations. When you know their likes, dislikes, and concerns through direct verbal communication, you can craft messages that hit the mark. For example, if clients keep mentioning a problem during phone calls, you can address it directly and show that you’re listening.

Building Trust and Relationships

Relationships are built on trust, and trust comes from listening. When you show people that you care about what they have to say, they’re more likely to trust you. This is crucial in PR. Whether you’re responding to questions in a press conference or engaging in a one-on-one conversation, acknowledging and addressing concerns builds loyalty. It’s like any good relationship: communication has to go both ways.

Listening in Person, Face to Face

There’s something powerful about face-to-face interactions. When you listen in person, you can pick up on non-verbal cues like body language, facial expressions and tone of voice. These cues give you a deeper understanding of what the person is really feeling and thinking. In PR, this means actively engaging during meetings, interviews and events. Nod to show you’re following along, maintain eye contact to show you’re focused and ask follow-up questions to dig deeper. This kind of attentive listening builds a strong rapport and shows your audience that you value their input.

Listening Using Technology Like Zoom or Teams

With the rise of remote work, listening through technology has become a vital skill. Platforms like Zoom or Teams are great tools, but they require a different kind of listening. Make sure you’re not multitasking during virtual meetings—close those extra tabs! (Yes, I’m guilty about this one, too.) Pay attention to visual cues like facial expressions and gestures, and listen carefully to the tone of voice. Use features like chat to ask questions or get clarifications without interrupting the speaker. By being fully present, even in a virtual setting, you show respect and ensure you don’t miss important details.

Handling Crises

When a crisis hits, listening is your best friend. During these times, it’s essential to hear what people are saying so you can respond appropriately. Are there rumors flying around in verbal conversations? Address them with clear, factual information. Are customers or clients upset during phone calls? Show empathy and take action to resolve their issues. Listening helps you understand the situation better and react in a way that can calm the storm.

Continuous Improvement

Listening isn’t just about fixing problems; it’s also about getting better all the time. Verbal feedback is a goldmine for insights. Maybe your client’s customers love their product but find the website hard to navigate. Or perhaps team members have suggestions for improving processes. By paying attention to this spoken feedback, you can make continuous improvements that benefit everyone. It’s like having a roadmap for getting better and better.

Sparking Creativity and Innovation

Here’s a fun fact: listening can boost your creativity. When you’re open to new ideas and perspectives, you can come up with innovative solutions and campaigns. Maybe a client suggests a new way of reaching out to their customers during a phone call, or a team member has a creative idea for an innovative campaign. These fresh perspectives can help you stand out and keep things exciting.

Wrapping Up

So, there you have it! Listening is a powerful tool in public relations. It helps you understand your audience, build trust, manage crises, continuously improve and spark creativity. Listening is our secret weapon because it equips us to connect more deeply with our audience and navigate the ever-changing landscape of public opinion. By making listening a priority—whether in person, through technology, or during phone calls—you’ll be better equipped to achieve your PR goals. Remember, in PR, it’s not just about what you say—it’s also about how you listen.

So, what do you think? How can listening help you boost your career in public relations?

Signature Block: Barbara is Listening

NOTES

The framework of this article was inspired by ChatGPT.

Posted on

Yanny or Laurel? Or does it depend on your point of view?

Image Credit: Funny or Die

Unless you’ve been under a rock instead of on the Internet, you’ve likely heard about an audio clip that’s been going around, where some people hear the word “Laurel” while others hear the word “Yanny.”

If you haven’t yet heard the 5-second audio clip, do it now:

What do YOU hear? (I only can hear “Yanny.”)

Then please take a few minutes to read this article from Slate titled “We’re Only Beginning to Truly Understand Laurel vs. Yanny.”

And why is something like this Laurel/Yanny thing important for communicators? What’s your take on it?