Active Listening Technique

Revision as of 15:00, 14 February 2021

Abstract

Communication is a crucial aspect of project, programme and portfolio management. According to the Handbook ^[1] 80% of a manger's time is spend on communication. Purdy ^[2] defines communication as a two-dimensional phenomenon: speaking and listening. Researchers claim that listening competencies are hugely important in managerial communication ^[3]. Active listening is an important tool in people management that increases the empathy and trust between the speaker and the listener ^[4]. Active listening presents the listener with a set of tools to focus on listening without being disturbed. This improves the relationship with the speaker who often plays an important role for the project, programme or portfolio while also allowing for the listener to gain more knowledge. It provides the listener with a better understanding of the topic as well as the person they interact with which can assist to avoid misunderstandings.

Active listening is a powerful tool since it is applicable throughout the entire lifetime of any project management process. Improving communication skills will improve the success of the project management. However, there are limitations to when active listening can be applied since it relies on communication being verbal and preferably also face-to-face.

Big idea

Describe the tool, concept or theory and explain its purpose. The section should reflect the current state of the art on the topic. Active listening is an attitude where you as a listener actively engage and express an interest in what the speaker tells you. A set of technical skills allow you to become an active lister ^[4]. This includes focusing on hearing what is being said without interrupting, letting the speaker know that you listen through body language or brief verbal affirmations and asking clarifying questions.

Application

Active listening is applicable in all stages of the management of both project, programmes and portfolios. Communication is key in all aspects of managing projects and thus, every project management practitioner will benefit from applying active listening techniques to their every day practice. Within a project communication is important but also among projects that are part of the same programme or portfolio is it important to communicate and active listening is a useful tool for the project management practitioner to engage in positive conversation with stakeholders of the project, program or portfolio.

Limitations

Active listening is practiced in spoken communication and cannot be used in written form. A lot of communication when managing projects takes place though e-mails or other written media not allowing for the manager to practice active listening. If the actions related to active listening is overdone the practitioner may come across as fake and that the interest for the speaker is not genuine. Active listening requires the listener to be open-minded. This can be challenged if we have prejudges or biases about each other before going into a conversation.

Annotated bibliography

References

1. ↑ Geraldi, Joana; Thuesen, Christian; Oehmen, Josef; Sting, Verena (2017) Doing Projects. A Nordic Flavour to Managing Projects, Engineering Systems Division, Management Engineering Department, Technical University of Denmark.
2. ↑ Purdy, M. (1997). What is listening? In M. Purdy & D. Borisoff (Eds.), Listening in everyday life. A personal and professional approach (pp. 1–22). Lanham, MA: University Press of America, Inc.
3. ↑ Welch, S. A.1; Mickelson, William T. (2013) A Listening Competence Comparison of Working Professionals, International Journal of Listening, DOI:10.1080/10904018.2013.783344.
4. ↑ ^{4.0 4.1} Inga Jona Jonsdottir & Kristrun Fridriksdottir (2020) ACTIVE LISTENING: IS IT THE FORGOTTEN DIMENSION IN MANAGERIAL COMMUNICATION?, International Journal of Listening, DOI:10.1080/10904018.2019.1613156.