Barriers of effective listening in business communication

Types of Ineffective Listening

All happy families are alike; every unhappy family is unhappy in its own way.

Leo Tolstoy, Anna Karenina

Just like happiness (or happy families), effective listening is fairly easy to describe. Our page on Effective Listening provides a model that is generally applicable to most situations. However, there are many, many different ways to listen ineffectively, and a huge number of barriers that may prevent or hinder listening.

However, we can also identify some particular categories of ineffective listening. John Stoker, an author and communications teachers, has identified seven different types. They are:

1. Evaluative listening

Evaluative listeners spend all their time evaluating what you are saying, and making judgements about it. You can spot an evaluative listener, because they will always respond with either agreement or disagreement (or possibly both, in the form of ‘yes, but…’).

The big problem with these listeners is that they are hearing everything from their own point of view. Everything is passed through a prism of their own experiences and opinions. This means that they often miss critical information simply because it does not fit with their view of the world.

The other problem is that speaker and listener can get into a negative spiral of argument and counter-argument. Instead of building on each other’s communication, they are engaged in knocking it down.

2. Assumptive listening

Assumptive listeners make assumptions about the speaker’s meaning or intention—and usually before the speaker has finished.

They may therefore finish other people’s sentences, or jump in with a response before the speaker has really finished. Engaging with an assumptive listener is hard work, because you constantly have to go back and explain your meaning again because they have interpreted it incorrectly.

3. Self-protective listening

Here, the listener is so wrapped up in their own situation and/or emotional response to it that they simply have no brain-space to hear or concentrate on anything else.

In other words, they are NOT really listening at all, and they are certainly not engaging with what anyone else says. It is a moot point whether this should actually be described as ‘listening’ at all—except that these listeners will often be nodding and smiling, and generally looking like they are engaging with what is being said. However, when they come to respond, it will be obvious that they have not really heard or taken on board anything that is said.

These listeners often simply repeat their negative stories over and over again—and with increasing levels of negative emotion. The only way out is to break the spiral (see box).

A way out

Self-protective listeners may need help to break out of their ‘vicious spiral’. Transactional analysis offers some clues about how to do this, suggesting that they may be in ‘Child’ mode. This makes them turn inward, and want to avoid anything that might be threatening, like other ideas.

To help them, you will have to ‘hook’ their Child with sympathy, then find a way to engage the Adult.

There is more about this in our page on Transactional Analysis.

4. Judgemental listening

Judgemental listeners will constantly criticise what speakers are saying. This type of listening is similar to evaluative listening, but usually with more negativity and less opportunity to respond. These listeners often have preconceived ideas about the speaker (for example, bias or prejudice based on how they look, or their background). This may prevent them from considering the speaker’s ideas with an open mind.

This type of listening tends to result in the speaker shutting down, and refusing to provide any more information. Being constantly criticised quickly becomes unpleasant.

5. Affirmative listening

Affirmative listening is more or less the polar opposite of judgemental listening. Affirmative listeners only ‘hear’ messages with which they agree. They therefore only listen for points that they can support, and not those that show different opinions.

Having an affirmative listener is at first quite pleasant. They tend to agree with you, which is nice. However, after a while, you realise that they only agree with some points—and possibly not very important ones—but refuse to engage with anything else.

The problem here is that these people only listen for themselves. They want their opinion to be validated—and have no real interest in anyone else. This quickly gets one-sided and tiresome, especially if you are genuinely interested in a debate that explores different perspectives.

6. Defensive listening

A defensive listener takes everything that is said as a personal attack.

These people therefore feel the need to defend themselves against everything, and to justify everything that they say. They often use the phrase ‘Yes, but…’, because they have no interest in building on any other communication—only to justify themselves. They also find it hard to explore other points of view, because anything different is a threat.

7. Authoritative listening

Authoritative listeners listen solely in order to advise. They always know best, and are always ready to tell you what to do.

You can often spot authoritative listeners by the use of the words ‘You should…’ or ‘You need…’ in their sentences.

A Common Thread?

You may have spotted that all these types of ineffective listening are related to the listener’s attitude. They may perceive a problem with the speaker, or simply have a ‘mental block’ about the subject.

Whatever the cause, their pattern of thinking is not conducive to genuine, effective listening.

It is affecting how they relate to other people, and the messages that they hear in other people’s communication. These attitudes may have many causes, such as

• Preconceived ideas or bias

  These mean that you are not open to other people’s ideas and opinions. Biases may be personal or cultural. For example, in some cultures, ideas are only considered acceptable from those in senior positions (and you may be interested in our page on Intercultural Awareness for more examples like this). You may not trust the speaker on a personal level, and therefore find it hard to be open to their ideas on an intellectual level.

• Previous experiences

  These may affect your expectations about people and/or topics or situations. We are all influenced by previous experiences in life. We respond to people based on personal appearance, how initial introductions or welcomes were received and/or previous interpersonal encounters. This may affect how you approach an individual. You may also find that someone says something that reminds you of a previous experience, and you start to think about that instead of listening. The key here is to consider whether your previous experience is going to be helpful—and if not, set it aside.

• Having a closed mind.

  We all have ideals and values that we believe to be correct. It can therefore be difficult to listen to contradictory views. However, the key to effective listening and interpersonal skills more generally is the ability to open your mind, and take time to understand why others think about things differently to you—and then use this information to gain a better understanding of the speaker.

11 Barriers to Effective Listening and Tips to Overcome Them

Do you want to be a better listener to improve your personal and professional relationships? Listening is one of the most important skills in communication. And it’s key to getting along with other people, whether you’re at home or at work.

By learning about these 11 barriers to effective listening, you’ll be able to recognize them as they happen, take steps towards improving your listening skills, and ultimately become more aware of the world around you through conversation with others!

Let’s dive right into this list of common obstacles that prevent us from really hearing and understanding what someone else has to say.

Need a break from the screen? Click on the link below to listen to the audio recording!

10 Barriers to Effective Listening with Tips to Overcome Them

2011-07-30

Resource Management

Effective communication is a valuable skill in the workplace, and listening properly is the most important part of effective communication.

Poor listening skills definitely make a huge, negative impact on team morale and productivity. This situation usually results in conflicts and misunderstandings among team members, and it creates a negative environment.

Fortunately, listening skills can be learned. The first step is to identify the barriers to listening. The second step is to consciously implement the tips provided here to overcome those barriers.

Top 5 Barriers to Effective Listening at a workplace

#1 Distraction and being preoccupied

Being distracted and preoccupied during the peak hours of work or during important meetings and seminars is rated as one of the prominent Barriers to Effective Listening.

It is like you are physically present but mentally absent. The mind wanders, and you are faking your attention to listening to the communication efficiently. But you have no idea about what exactly is the topic of discussion in the meeting.

Many a time, bosses and seniors figure out that you are not listening to the conversation owing to their years of experience and handling such issue.

Factors that cause distraction and being preoccupied:

#1.1 Mobile phones and other smart devices

Today, social media is one of the most significant Barriers to Effective Listening as we are hooked on the various networking and chatting apps even during essential work meetings and seminars that affect listening skills. And all of it results in the low levels of efficiency and productivity.

#1.2 Emotions

Human emotions and feelings can also act the significant Barriers to Effective Listening. If a person is going through a breakup, divorce, financial issues, family problems, and office politics is quite likely to get lost in his series of thoughts that form a vicious circle.

Such issues need to be curbed and correct at the earliest as they can result in anxiety, depression, and various other mental ailments.

#1.3 Visual distraction

If the meeting is happening at a hotel, and you are unable to take away your attention from the interiors or other people at the hotel is also a form of a visual distraction.

Watching television or presentation slides without giving proper attention to the discussion results in the Barriers to Effective Listening

Environmental and Physical Barriers to Listening

Environmental factors such as lighting, temperature, and furniture affect our ability to listen. A room that is too dark can make us sleepy, just as a room that is too warm or cool can raise awareness of our physical discomfort to a point that it is distracting. Some seating arrangements facilitate listening, while others separate people. In general, listening is easier when listeners can make direct eye contact with and are in close physical proximity to a speaker. You may recall from Chapter 4 “Nonverbal Communication” that when group members are allowed to choose a leader, they often choose the person who is sitting at the center or head of the table (Andersen, 1999). Even though the person may not have demonstrated any leadership abilities, people subconsciously gravitate toward speakers that are nonverbally accessible. The ability to effectively see and hear a person increases people’s confidence in their abilities to receive and process information. Eye contact and physical proximity can still be affected by noise. As we learned in Chapter 1 “Introduction to Communication Studies”, environmental noises such as a whirring air conditioner, barking dogs, or a ringing fire alarm can obviously interfere with listening despite direct lines of sight and well-placed furniture.

Physiological noise, like environmental noise, can interfere with our ability to process incoming information. This is considered a physical barrier to effective listening because it emanates from our physical body. Physiological noise is noise stemming from a physical illness, injury, or bodily stress. Ailments such as a cold, a broken leg, a headache, or a poison ivy outbreak can range from annoying to unbearably painful and impact our listening relative to their intensity. Another type of noise, psychological noise, bridges physical and cognitive barriers to effective listening. Psychological noise, or noise stemming from our psychological states including moods and level of arousal, can facilitate or impede listening. Any mood or state of arousal, positive or negative, that is too far above or below our regular baseline creates a barrier to message reception and processing. The generally positive emotional state of being in love can be just as much of a barrier as feeling hatred. Excited arousal can also distract as much as anxious arousal. Stress about an upcoming events ranging from losing a job, to having surgery, to wondering about what to eat for lunch can overshadow incoming messages. While we will explore cognitive barriers to effective listening more in the next section, psychological noise is relevant here given that the body and mind are not completely separate. In fact, they can interact in ways that further interfere with listening. Fatigue, for example, is usually a combination of psychological and physiological stresses that manifests as stress (psychological noise) and weakness, sleepiness, and tiredness (physiological noise). Additionally, mental anxiety (psychological noise) can also manifest itself in our bodies through trembling, sweating, blushing, or even breaking out in rashes (physiological noise).