In any workplace, misunderstandings can arise, even when everyone seems to be
listening and communicating. We often assume that because we heard something, we understand it; similarly, we think that just because we said something, the message was clear. But true communication isn’t just what we say—it’s what the other person perceives we said. That’s why mastering the art of paraphrasing is essential for breaking down barriers to understanding.
The impact of miscommunication in the workplace is significant. A survey conducted by David Grossman in The Cost of Poor Communications revealed that 400 large companies, each with around 100,000 employees, experienced an average loss of $62.4 million per year due to ineffective communication among employees. Even for smaller companies, the cost is high. According to Debra Hamilton in her article, Top Ten Email Blunders that Cost Companies Money, businesses with just 100 employees face average losses of $420,000 annually because of communication breakdowns. These staggering figures highlight the importance of clear and effective communication, not just for harmony in the workplace but also for financial health.
The Importance of Paraphrasing
Paraphrasing helps ensure that what you heard aligns with what the other person intended to communicate. It’s more than just repeating back words; it’s about capturing the essence of the speaker’s thoughts and feelings. In doing so, you’re not only affirming your understanding but also showing the speaker that you’re genuinely engaged and open to their perspective.
Keys to Effective Paraphrasing
1. Start with Clarity
When you’re ready to paraphrase, use phrases that signal your intent to clarify, like: “So, what I heard you saying was…” This simple statement invites the speaker to confirm, deny, or further explain. It sets a collaborative tone, demonstrating that you’re genuinely interested in their viewpoint.
2. Reflect Emotions, Not Just Words
In many cases, the emotional undertone behind words speaks louder than the words themselves. Acknowledge how they might be feeling rather than jumping in with a solution. For example, if a colleague sounds frustrated, you might say: “It sounds like this situation has been overwhelming for you.” This approach helps validate their feelings, creating a more empathetic exchange and often leads to a clearer, more productive dialogue.
3. Maintain Good Eye Contact
Active listening is as much about body language as it is about words. Making eye contact shows respect and attentiveness. It signals that you are fully present and focused on understanding what the speaker has to say.
4. Use the Personality Grid
Understanding personality types can significantly improve communication. By tailoring your paraphrasing approach based on personality, you can make the conversation more relevant and meaningful. For instance, if someone has a more analytical style, stick to facts and logic in your responses. If they’re more intuitive, focus on big-picture ideas and insights.
5. Consider Personality Types in Your Response
Just as with the personality grid, think about how your colleague's personality affects how they receive information. Would they appreciate a more direct response, or do they need a bit more warmth and affirmation? Adjusting your paraphrasing style based on their preferences can improve understanding and rapport.
6. Eliminate Distractions
In today’s world, distractions are everywhere. To demonstrate respect and commitment to the conversation, remove any potential distractions—put down your phone, turn away from your computer, and close the door if needed. This ensures that both you and the speaker are fully focused.
7. Document Key Agreements
To avoid misunderstandings later, always follow up important conversations with a written summary. Sending a brief recap email with the main points and any agreements made helps cement clarity and sets expectations.
Bringing It All Together
Paraphrasing might seem like a small step, but it’s a powerful tool for enhancing communication and reducing misunderstandings. When done with intention and empathy, paraphrasing can transform workplace interactions, making them more productive, respectful, and impactful. The next time you’re in a conversation, practice paraphrasing. It’s a simple way to make sure you’re not just hearing the words but truly understanding the message—and it just might save you and your company from the high costs of miscommunication.
If you would like to find out more about leadership training topics like this, send me an email: sw@newviewinnovation.com.