“Great leaders communicate and great communicators lead.” – Simon Sinek
Active communication is a two-way process where both sides are fully engaged in understanding each other and expressing their thoughts clearly. Unlike passive communication, where people simply react, active communicators take initiative. They work to ensure their message is understood while also making an effort to understand others.
This approach involves using all available communication tools – words, tone, and listening skills—to create meaningful interactions. Active communicators don’t just wait for conversations to happen; they take part with purpose and awareness.
A key element of an active communication style is assertiveness. This means expressing thoughts, feelings, and unmet needs confidently but respectfully—without being aggressive or passive. It also includes actively listening, ensuring that conversations are productive and lead to deeper understanding.
Though the term “active communication” is not widely used, it plays a crucial role in both personal and professional settings. Being an active speaker helps build stronger relationships, prevents communication gaps, and improves your communication efforts.
Key Takeaways
- Active communication is a two-way process where both parties are engaged in understanding each other and expressing themselves clearly.
- It includes assertiveness, listening actively, and using effective verbal communication and non-verbal cues to ensure messages are understood and productive.
- Active communication fosters collaboration, builds relationships, and enhances team dynamics, especially in cross-functional or remote teams.
- Active listening is essential for effective communication, requiring full attention, empathy, and the ability to reflect and rephrase to confirm understanding.
Importance of Active Communication
“The way we communicate with others and ourselves ultimately determines the quality of our lives.” – Tony Robbins
Active communication in the workplace plays a crucial role in the success of any organization. It goes beyond simply exchanging information—it encourages engagement, strengthens relationships, and improves collaboration.
In cross-functional teams, active communication ensures that different departments work together effectively. It helps employees and managers share knowledge and build strong connections, fostering loyalty within the organization. When team members actively communicate, they also generate valuable insights and resources that benefit the entire company.
For remote teams, active communication is even more essential. It helps build trust, strengthen team bonds, and make virtual collaboration smoother. By encouraging open discussions, it also promotes problem-solving and conflict resolution, reducing misunderstandings and misinterpretations.
Beyond internal benefits of active communication, it also contributes to brand building. When employees feel heard and valued, they naturally become advocates for their organization, enhancing its reputation. It also allows individuals to express needs and set clear boundaries, leading to a more respectful and positive work environment.
By fostering engagement, trust, and clarity, active communication helps teams work efficiently, and organizations thrive.
Active vs Passive Communication: Key Differences
Workplace communication is more than just words—it’s about context, tone, and understanding. Former CTO of Public Safety and Compliance for Hitachi Vantara and co-host of The Suite Spot podcast Howard Holton explains the key differences between active and passive communication and how our brains process each type.
Active Communication: A Dynamic Exchange
Active communication happens in real-time, usually in person, where both speakers pick up on subtle signs like tone of voice, micro-expressions, and reactions to the environment. This makes understanding easier and reduces the chances of miscommunication. Holton describes in-person interactions as the only form of fully active communication, where our brains naturally work to interpret context and nuance.
Active communication allows for spontaneity. For example, if you want to praise a colleague in person, you might simply say, “Great job!” without much thought. However, in written communication, you may need to add punctuation, emojis, or additional words to ensure the message is clear and engaging. This level of natural back-and-forth also helps develop interpersonal skills and problem-solving abilities.
Passive Communication: Filling in the Gaps
Passive communication happens when certain contextual cues are missing, such as in emails, texts, or even video calls. Our brains tend to fill these gaps with assumptions, sometimes leading to miscommunication. According to Holton, all remote communication, whether synchronous or asynchronous, falls into this category to some extent.
Unlike active communication, passive communication style requires extra effort to ensure clarity. Since written messages lack tone and body language, the sender must be intentional with wording, punctuation, and structure. This is particularly important in professional settings like emails, reports, or diplomatic communication, where ambiguity can cause confusion.
Finding the Right Balance
Both active and passive communication have their place. While active communication fosters deeper connections and real-time understanding, passive communication allows for documentation, precision, and wider reach. To communicate effectively, one must adjust their approach depending on the situation. As Holton suggests, the more we move away from in-person communication, the more deliberate we must be in ensuring our message is clear and understood.
How Active Communication and Active Listening Are Related to Each Other
Active communication and listening actively go hand in hand. While they are not the same, one cannot truly exist without the other. Active listening is the foundation of active communication because, without it, you’re just talking at someone rather than engaging with them.
Active communication is about clearly expressing your thoughts, while listening actively is about fully understanding the other person’s perspective. Communication is typically me-focused—what message am I delivering? In contrast, listening is you-focused—what is the other person trying to convey? However, both require behavioral adjustments and emotional intelligence to be effective.
One key connection between the two is that strong communication creates opportunities for better listening. By fostering collaboration, you encourage the other person to share more, giving you valuable insights. Many people stop paying attention once they hear a “yes,” but active listeners stay engaged, recognizing that the most critical information often follows.
Developing these skills requires a shift in mindset. Instead of rushing to present solutions, focus on gathering information. This approach builds trust and rapport, making conversations more productive. When you listen with the intent to understand, not just to respond, you position yourself for more effective communication—and better outcomes in any discussion.
Tips on How to Develop Active Communication Skills
“Think like a wise person but communicate in the language of the people.” – William Butler Yeats
Active communication is about more than just speaking and listening—it involves understanding, adapting, and engaging in a way that fosters clarity and connection. Here are some key ways to improve your active strategy communication:
Understand the Basics of Communication
Effective communication includes a sender, a receiver, a message, and a medium. Feedback ensures understanding, while interference can cause miscommunication. Being aware of these components helps you communicate more clearly.
Adopt the Right Mindset
Approach conversations with an open and understanding attitude. Practicing empathy, authenticity, patience, and nonjudgment helps create a space where both parties feel heard and valued.
Be Aware of Your Body Language
Nonverbal signals play an essential role in communication. Be conscious of your tone and gestures. Minor changes in body language can make a notable difference in how the message is received.
Ask Thoughtful Questions
Use questions to clarify, encourage discussion, and keep the conversation moving. Subtle prompts like nodding or saying “I see” show engagement. Avoid “why” questions, as they may sound accusatory and put the other person on the defensive.
Reflect and Rephrase
Show that you understand by paraphrasing key points, summarizing discussions, and acknowledging emotions. This helps prevent misunderstandings and reassures the speaker that you are truly listening.
Speak Clearly and Directly
Be specific, direct, and concrete in your speech. Avoid vague statements and get to the point. Using “I” statements, sharing relevant experiences, and avoiding unsolicited advice make conversations more productive.
Consider Your Listener
Adapt your message to your audience. Be mindful of their language skills, background, and possible cultural differences. Ask for clarification when needed, and encourage them to summarize key points to confirm understanding.
Be Aware of Relationship Dynamics
Every conversation is influenced by past interactions, power dynamics, and existing tensions. Acknowledge these factors to ensure your message is received in the way you intend.
By honing these abilities, you can become a more effective communicator, fostering better relationships and reducing communication gaps.
Tips on How to Develop Active Listening Skills
“When people talk, listen completely. Most people never listen.“ – Ernest Hemingway
Be Fully Present
Active listening requires your undivided attention to the speaker. Avoid distractions, such as your phone, and focus on what is being said. Engage all your senses, including sight and sound, to stay connected to the conversation.
Pay Attention to Nonverbal Cues
A large part of communication is unspoken. Observe gestures, facial expressions, and tone of voice to understand the speaker’s emotions. Maintain open body language, such as nodding or leaning in, to show that you are engaged.
Make Eye Contact
Eye contact signals that you are present and listening. Adopt the 50/70 rule: keep eye contact for 50% to 70% of the interaction, holding it for four to five seconds before briefly looking away.
Ask Open-Ended Questions
Encourage a more engaged conversation by asking questions that require more than a one-word “yes“ or “no“ answer. This shows curiosity and interest, making the speaker feel heard and valued.
Paraphrase and Summarize
Restate what you heard in your own words to confirm understanding. For example, say, “So what you’re saying is…“ This reassures the speaker that their message was received correctly.
Practice Patience
Allow the speaker to express their thoughts uninterrupted. Avoid finishing their sentences or filling silences with your own opinions. Listen to understand rather than to respond.
Stay Neutral and Nonjudgmental
Create a safe space by keeping an open mind. Avoid criticism or dismissive reactions, and practice empathy to build trust in the conversation.
Engage with Curiosity
Being genuinely interested in the discussion makes listening actively easier. Find common topics and ask thoughtful questions to keep the conversation meaningful.
Reflect on Your Listening Skills
After a conversation, evaluate your listening performance. Were you fully engaged? Did you understand the message? Identifying areas for improvement helps refine your skills.
Practice Regularly
Like any skill, listening actively improves with practice. Be patient with yourself and continuously apply these techniques to build strong communication skills.
Wrap-up: Understanding Active Communication
Active communication is more than just talking—it’s about engaging in meaningful conversations where both parties feel heard and understood. Unlike passive communication, which often leads to misunderstandings, active communication encourages clarity, assertiveness, and collaboration. It plays an essential role in building stronger relationships at work and ensuring that teams function efficiently, whether in person or remotely.
A key factor in active communication is listening actively. Listening with full attention, asking thoughtful questions, and responding with intention helps create a productive exchange. Without it, communication becomes one-sided and less effective. By being present, observing nonverbal signs, and paraphrasing key points, listeners can better understand the speaker’s perspective and respond appropriately.
Mastering active communication requires continuous effort. It involves being mindful of body language, adapting messages to the audience, and maintaining a balance between clarity and empathy. In a world where digital communication is common, taking the extra step to ensure messages are well-received is essential. When people communicate actively, they foster trust, prevent conflicts, and create a more engaging and collaborative environment. By practicing these skills, anyone can become a more effective communicator, leading to stronger connections and better outcomes in both personal and professional settings.
Frequently Asked Questions (FAQs)
1. What is active communication?
Active communication is a two-way process where both people are fully engaged in expressing and understanding each other. It involves using words, tone, and listening skills to ensure clarity and mutual understanding.
2. How is active communication different from passive communication?
Active communication involves real-time engagement, where both parties participate fully. In contrast, passive communication often lacks the subtle cues of face-to-face interactions, leading to communication gaps and requiring extra effort to clarify messages.
3. How do active communication and active listening relate to each other?
Active communication and active listening go hand in hand. While active communication involves expressing your thoughts clearly, listening actively is about gauging the other person’s perspective. Both skills are essential for effective interactions.
4. What are some tips to develop your active communication skills?
To improve active communication, practice being present, ask thoughtful questions, use clear language, be aware of nonverbal signs, and adapt your message to the listener’s needs and background.
Master Active Communication with Prezentium
Good communication is important to any successful organization, and mastering active communication can take your team to new heights. At Prezentium, we understand the power of clear, assertive exchanges that foster collaboration and build stronger relationships. Whether you’re looking to refine your communication skills or elevate your business presentations, Prezentium is here to help.
With our Overnight Presentations service, we ensure your ideas are transformed into well-crafted, engaging presentations by the next business day, making your communication more impactful. Our Accelerators guide you in turning meeting notes and concepts into stunning presentations, giving you the tools to express your thoughts with clarity. Through Zenith Learning, we offer interactive workshops that teach structured problem-solving and visual storytelling, essential for mastering active communication.
Let Prezentium support you in building communication skills that drive success. Reach out today to learn how we can help you communicate more effectively, both within your team and with your audience.