what is the purpose of paraphrasing in the communication model

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Matt Abrahams: The Power of the Paraphrase

An expert on public speaking shows how paraphrasing can help you navigate tricky communication situations.

November 19, 2014

what is the purpose of paraphrasing in the communication model

A job seeker raises his hand to ask a question | Reuters/Rick Wilking

When you are giving a public presentation, don’t you hate it when you face … the dreaded question. You know the one: the emotionally loaded challenge that serves to undermine everything you presented prior. You had hoped you wouldn’t get it, but here it is. Or, you may face … the obnoxious meeting participant. You know this guy: He thinks he’s Mr. Smarty-Pants and wants everyone to know it. He ruins your meeting by going on long rants that contribute little and waste much.

These two situations can make even the most confident and calm speaker nervous. One powerful way to navigate your way through these two tricky communication situations is to rely on paraphrasing. Paraphrasing is a listening and reflecting tool where you restate what others say in your own words. The most effective paraphrases concisely capture the essence of what another speaker says. For example, at the end of your presentation a questioner asks: “In the past you have been slow to release new products. How soon will your new product be available?” You might paraphrase her question in one of the following ways:

“You’re asking about our availability.”
“You’d like to know about our release schedule.”
“Our release timeline will be … ”

Effective paraphrasing affords you several benefits. In Q&A sessions, for instance, it allows you to:

Make sure you understood the question correctly. After your paraphrase, the question asker has the opportunity to correct you or refine his or her question. There is no sense in answering a question you were not asked.

Think before you respond. Paraphrasing is not very mentally taxing, so while you are speaking your paraphrase you can begin to think of your response.

Acknowledge emotions prior to addressing the issue(s). Occasionally, you may find yourself confronted with an emotionally laden question. In order to be seen as empathetic, and to get the asker to “hear” your answer, you should recognize the emotion as part of your paraphrase. To a questioner who asks, “I get really exasperated when I try to use some of your features. How are you going to make it easier to use your product?” you might say: “I hear that you have emotion around the complexity of our offering.” By acknowledging the emotion, you can more easily move beyond it to address the issue at hand. Please note that you should avoid labeling the emotion, even if the asker does. If someone seems angry, it is better to use terms such as “strong emotion,” “clear concern,” and “passion.” I have seen a number of speakers get into a labeling battle with an audience member when the speaker names a specific emotion that the asker took offense to (e.g., saying an audience member seems frustrated when he is actually angry).

Reframe the question to focus on something you feel more comfortable addressing. I am not recommending pulling a politician’s trick and pivoting to answer the question you wanted rather than the one you got. Instead, by paraphrasing, you can make the question more comfortable for you to answer. The most striking example I have come across was in a sales situation where a prospect asked the presenter: “How come your prices are ridiculously expensive?” Clearly, the paraphrase “So you’re asking about our ridiculous pricing” is not the way to go. Rather, you can reframe the issue in your paraphrase to be about a topic you are better prepared to address. For example, “So you’d like to know about our product’s value.” Price is clearly part of value, but you start by describing the value and return on investment, which will likely soften the blow of the price.

Using paraphrases can also help you in facilitation situations, such as a meeting. In meetings, paraphrasing allows you to:

Acknowledge the participant’s effort. For many people, contributing in meetings can be daunting. There are real consequences for misspeaking or sounding unprepared. By paraphrasing the contributions you get from others, you validate the person’s effort by signaling that you really listened and valued their input.

Link various questions/ideas. You can pull together disparate contributions and questions and engage different participants by relating a current statement to previous ones. For example, you might say: “Your comment about our profitability links to the question a few minutes ago about our financial outlook.”

Manage over-contributors. Someone who over-shares or dominates a meeting with his or her opinions can be very disruptive and disrespectful. If it is your meeting, then the other participants will expect you to manage the situation. If you don’t, you will lose control and potentially credibility. Paraphrasing can help you move beyond the over-contributor while looking tactful. Fortunately, even the most loquacious person needs to inhale once in a while. During a pause, simply paraphrase a meaningful portion of the person’s diatribe and place focus elsewhere — to another person or topic. For example, you might say, “Forrest’s point about manufacturing delays is a good one. Laurie, what do you think?” Or, “Forrest’s point about manufacturing delays is a good one. What other issues are affecting our release schedule?” In both cases, you have politely informed Forrest that he is done, and you’ve turned the focus away from him and back to your agenda.

Beginning a paraphrase can sometimes be tricky, and people often ask me for suggestions for ways to initiate their paraphrases. Try one of the following lines to help you start your paraphrase:

“So what you are saying/asking is … ”
“What is important to you is … ”
“You’d like to know more about … ”
“The central idea of your question/comment is … ”

Paraphrasing has the power to help you connect with your audience, manage emotions, and steer the conversation. And once you begin to use the technique, you will realize it has the power to help you not only in presentations and meetings, but in virtually any interpersonal conversation.

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The Power of Communication: The Principle of Paraphrasing

This lesson is a part of an audio course the power of communication: learning to communicate effectively by hans fleurimont.

Let's talk about paraphrasing and why in my view it is a very important principle to know and to understand. A paraphrase is an accurate response to the person who’s speaking, which states the essence of the speaker’s words in the listener’s own words. To put it another way to paraphrase is to express the meaning of something written or spoken using different words in order to achieve greater clarity. (And that what I just did was an example of paraphrasing).

So if I’m talking to someone and they’re explaining something to me, what I would do is paraphrase what they just said but in my own words. For example, let’s say that my wife is talking about her day and what she did at work and she is explaining the process of doing someone's taxes to me. So she says:

“One of my clients got all upset because they didn’t receive the whole amount they expected from their tax return and they threw a fit in the office.”

And then I would say “So they got mad because it was less than what they thought.” It’s as simple as that. You can paraphrase what someone says to you and you can also paraphrase something you said (Like how I did earlier). So now let’s talk about what goes into paraphrasing.

The Essential Elements of Paraphrasing Are:

Condensed. A good paraphrase is accurate. When people begin using this technique, they tend to be too wordy. A paraphrase should be shorter than the speaker’s statement.
Only the essentials. An effective paraphrase reflects only the essentials of the speaker’s message. It cuts through the clutter of details and focuses on what is central in the original message.
Focus on the Information. Another Characteristic of a paraphrase is that it focuses on the content of the message. It deals with the facts or ideas rather than the emotions the sender is expressing. Even though a firm distinction between facts and feelings is artificial, paraphrasing focuses on the content of the message.
Stated in the listener’s own words. The listener summarizes their understanding of what they heard in their own words. Repeating the speaker’s exact words (which is parroting) usually stifles or dry’s up a conversation, while paraphrasing, when used appropriately, can contribute greatly to the communication between people.

Example of Paraphrasing

Here is another example of paraphrasing:

Person A says “I want to bring you up to speed on a particular project. I talked with Claire, and she has been meeting with people at the state level for weeks about the funding. Things sound really up in the air. We should proceed with caution until we know more.”

One way we can paraphrase this statement is by saying “So the whole project is dependent on whether or not state funding goes through.”

This is just a quick example but there are many ways you can use paraphrases.

Always remember paraphrasing is very useful because it shows the person or people we are talking to that we are actively listening to them and that we understand what they are communicating with us. It is also helpful when you are teaching or giving instructions to a group of people. To paraphrase, it's a great principle to use when communicating. Believe me, the ability to paraphrase helps a whole lot especially in meetings with important people in your career and life.

Hans Fleurimont

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The Power of Communication: Learning to Communicate Effectively

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Jul 23, 2023
10 min read

50 Top Paraphrasing In Communication Skills (2023)

Paraphrasing is a must-have communication skill—it's like the secret sauce to understanding and connecting with others. Picture this: you're having a conversation with someone, and they're pouring their heart out, sharing their thoughts and feelings. Now, paraphrasing comes into play—you listen intently, make eye contact, and avoid any distractions.

Understanding the main ideas is key, so you reflect on the information, pinpoint the core concepts, and really soak it all in. This active and reflective listening sets the stage for perfect paraphrasing.

Active Listening and Understanding

Paraphrasing techniques, building rapport and empathy, avoiding misinterpretation and assumptions, enhancing communication and clarity, cultural sensitivity, practice and improvement, supporting problem-solving and dialogue, acknowledging sources, 1. be attentive while listening.

Let's face it—we've all been guilty of zoning out during a conversation, thinking about what we're going to have for dinner or that upcoming vacation. But paraphrasing requires full attention. So, put away your phone, focus on the speaker, and be present in the moment. This not only shows respect but also sets the stage for a successful paraphrasing session.

2. Understand the main ideas

You know how when you watch a movie or read a book, you latch onto the main plot points? Well, it's the same in conversations. Grab those key ideas, reflect on them, and understand the essence of what the speaker is saying. It's like solving a puzzle—piece by piece, you'll get the whole picture.

3. Listen actively and reflectively

Active listening is like an art form—it involves not just hearing the words but also understanding the emotions and intentions behind them. Reflective listening takes it a step further. Before jumping into paraphrasing, take a moment to digest what you've heard. This reflection will guide you towards a more empathetic and accurate paraphrase.

4. Pay attention to nonverbal cues

You know how they say actions speak louder than words? Well, it's true. Nonverbal cues—facial expressions, body language, and tone of voice—reveal a lot about what's going on beneath the surface. So, keep your eyes peeled for those cues. They'll give you the extra insight you need to paraphrase with empathy and precision.

5. Verify understanding with the speaker

Imagine you're baking a cake, and you're not sure if you've got all the right ingredients. So, you double-check with the recipe. Similarly, after paraphrasing, double-check with the speaker. Ask questions like, "Did I get that right?" or "Is this what you meant?" This verification step ensures you're on the same page and keeps the conversation flowing smoothly.

6. Avoid interrupting while paraphrasing

Interrupting someone mid-sentence is like hitting pause on their thoughts and feelings. It disrupts the flow of communication and can leave them feeling unheard. So, don't do it. Let the speaker finish their thoughts before you dive into paraphrasing. This patience and attentiveness create a more positive and respectful conversation.

7. Use "I" statements when paraphrasing

Picture this: you're at a party, and someone starts gossiping about someone else. Suddenly, you jump in and say, "Well, I heard that..." It's not cool, right? Same goes for paraphrasing. When you start with "I" statements, like "If I understand correctly" or "From my perspective," you take ownership of your understanding. It shows you're not just regurgitating info but actively engaging in the conversation.

8. Restate information using synonyms

Paraphrasing is like giving a story a fresh coat of paint. Instead of using the exact words, swap some of them out for synonyms. It adds variety and flair to your paraphrase, demonstrating your mastery of the subject. So, grab a thesaurus and get creative!

9. Break down ideas into digestible chunks

Ever tried eating a whole pizza in one bite? Doesn't sound like fun, right? Paraphrasing complex ideas is like cutting that pizza into slices. Break it down into manageable chunks and focus on each part separately. You'll understand it better, and your paraphrase will be spot on.

10. Highlight main takeaways

You know how some sentences are like treasure chests with golden nuggets buried inside? When paraphrasing, uncover those precious main takeaways and give them the spotlight. Your paraphrase will become a concise and powerful summary, capturing the speaker's core message.

11. Change sentence structures

Repeating the same sentence structure over and over is like listening to a broken record. Mix it up! Play around with different sentence structures while retaining the original meaning. It keeps your paraphrase fresh and exciting.

12. Use a thesaurus to find substitutes

We all have our favorite words that we use like confetti. But paraphrasing is not a confetti party. To spice things up, use a thesaurus to find exciting word alternatives. Your paraphrases will be a colorful array of ideas.

13. Paraphrase complex ideas clearly

You know the feeling when you're reading a textbook and the jargon makes your head spin? Yeah, don't be that person. Paraphrase complex ideas in a straightforward manner, using everyday language. It helps the speaker—and yourself—understand the message better.

14. Use appropriate sentence stems

Just like building a house, a good paraphrase needs a strong foundation. And that foundation is an appropriate sentence stem. Starting with phrases like "It seems like..." or "I hear you saying..." anchors your paraphrase and sets the tone for a meaningful conversation.

15. Be concise and to the point

If you've ever listened to a never-ending story, you know how frustrating it can be. So, avoid going off on tangents when paraphrasing. Be concise and get to the heart of the matter. Your paraphrases will be like mini-explosions of insight.

16. Restate information with precision

When you're baking a cake, you measure the ingredients carefully to ensure it turns out just right. The same goes for paraphrasing. Pay attention to details and restate the speaker's information with precision. It shows that you value their words and ideas.

17. Paraphrase complex language into simpler terms

Remember that time you tried explaining quantum physics to your grandma? Yeah, not easy. When faced with complex language, break it down into simpler terms. It's like turning quantum physics into plain old everyday conversation. Your grandma will thank you.

18. Utilize owned language

Ever heard of the saying, "Put yourself in someone else's shoes"? Well, paraphrasing is like stepping into their shoes and walking a mile in them. So, use "owned" language when you paraphrase. Say, "It sounds like I heard you say..." instead of "You said..." It shows you're walking that mile together.

19. Ask perception checking questions

Imagine you're traveling to a new country, and you're not sure if you're pronouncing "hello" correctly. So, you ask a local to check. It's the same with paraphrasing. Ask perception checking questions after paraphrasing to ensure you got it right. It builds rapport and mutual understanding.

20. Be empathetic in your paraphrasing

Paraphrasing is more than just a linguistic exercise—it's an emotional connection. When someone shares their feelings, mirror their emotions in your paraphrase. Use phrases like "I can see you're feeling..." or "It sounds like you're experiencing..." This empathy strengthens your bond.

21. Paraphrase to build rapport

Imagine you're meeting your favorite celebrity, and they say, "I love your style!" It instantly creates a connection, right? Well, paraphrasing does the same. When you paraphrase, you show you're on the same page and truly listening. It's like building a bridge of trust and understanding.

22. Use paraphrasing to confirm understanding

Remember the time you went to a party and were unsure if you were at the right place? So, you asked the host to confirm. In the same way, paraphrasing is your confirmation tool. After you paraphrase, ask the speaker, "Did I get that right?" or "Is this what you meant?" It ensures you're in sync.

23. Be respectful in your paraphrases

Would you laugh at someone's dreams or call their ideas dumb? Of course not! So, when paraphrasing, be respectful. Use polite and courteous language. It shows that you value the speaker's perspective and creates a warm and inviting conversation.

24. Paraphrase to encourage dialogue

You know how people in movies say, "We need to talk"? Well, paraphrasing is the opposite—it's an invitation to talk. When you paraphrase, you're saying, "I'm here, and I'm ready to listen." It encourages the speaker to share more and keeps the conversation alive.

25. Use paraphrasing to demonstrate empathy

Empathy is like a warm hug—it makes people feel understood and cared for. So, when you paraphrase, you're giving that virtual hug. You're saying, "I'm here with you, and I get it." This demonstration of empathy fosters a safe and supportive space for communication.

26. Paraphrase to show active engagement

Imagine you're watching a magic show, and the magician asks for a volunteer. You raise your hand, eager to participate. That's the spirit of paraphrasing! It shows you're an active participant, not just a passive listener. Your engagement sets the stage for fruitful communication.

27. Use paraphrasing to build trust

Trust is like the secret ingredient in any successful relationship. When you paraphrase, you're adding that special something. It shows the speaker you're fully invested and genuinely trying to understand. This trust-building paraphrase fosters a deeper connection.

28. Avoid word-for-word repetition

Parrot talk is fun for, well, parrots. But in communication, it's a no-go. Paraphrasing is your opportunity to shine with creativity. So, skip the word-for-word repetition. Use your language skills to restate ideas in your unique way.

29. Avoid inserting personal opinions

Picture this: you're at a concert, and the band starts playing your favorite song. But then someone in the crowd starts loudly singing a different tune. Annoying, right? The same goes for paraphrasing—keep your personal opinions out of it. It's not about you; it's about the speaker.

30. Stay objective in your paraphrases

You know how at a fair, you try to win that stuffed animal by shooting hoops? The more objective you are, the better your chances. It's the same with paraphrasing. Stay objective, and you'll win at accurate communication.

31. Avoid misinterpretation

Misinterpretation is like a dance party gone wrong—you end up stepping on each other's toes. To avoid the mishaps of miscommunication, be cautious while paraphrasing. Pay attention to the speaker's words and nonverbal cues. When in doubt, ask clarifying questions.

32. Avoid making assumptions

You know what they say about assumptions, right? They can lead you down the wrong path. So, leave the assumptions behind when paraphrasing. Focus on the facts and the speaker's actual words. If you're unsure, ask away—better safe than sorry.

33. Avoid altering the speaker's meaning

Imagine you're ordering a sandwich, and the server brings you a burger instead. Not cool! The same goes for paraphrasing. Stick to the main ideas and tone expressed by the speaker. Don't add or subtract—you want the speaker's message intact.

34. Avoid paraphrasing in a condescending manner

Ever had someone talk down to you like you were a child? Not a good feeling, right? So, when you paraphrase, be mindful of your tone. Avoid sounding condescending or dismissive. Treat the speaker as an equal, and your paraphrase will shine.

35. Avoid rushing through paraphrasing

Imagine you're doing a puzzle, and you rush through it, forcing pieces to fit where they don't belong. It's frustrating, and the result isn't pretty. Same with paraphrasing. Take your time, let the pieces of information settle, and craft your paraphrase thoughtfully. The result will be a masterpiece of communication.

36. Paraphrase to enhance clarity

Clarity is like a spotlight—it shines a bright light on your communication. Paraphrasing is your spotlight operator. Use it to highlight the speaker's message and ensure a crystal-clear understanding.

37. Use paraphrasing to clarify ambiguity

You know how sometimes you're lost in a maze, and you need someone to point you in the right direction? That's where paraphrasing comes in. It's your GPS to guide you through ambiguous statements. Clarify any confusion and seek clarification if needed. The path will become clear.

38. Adapt your paraphrasing to the audience

Paraphrasing is like dressing up for different occasions. You wouldn't wear a ball gown to a beach party, would you? Similarly, consider your audience's knowledge and familiarity when paraphrasing. Adjust your language and level of detail accordingly. It ensures your paraphrase is tailored to suit your audience.

39. Paraphrase to confirm accuracy

Ever played telephone as a kid, and the message gets all twisted? That's what happens when you don't verify. Paraphrasing is your verification tool. By restating the speaker's message, you give them the opportunity to correct any misconceptions. It's the key to accurate communication.

40. Paraphrase to foster open communication

Open communication is like a blooming flower—it thrives in a nurturing environment. Paraphrasing creates that nurturing space. When you paraphrase, you're saying, "I'm here to support you and your thoughts." It invites the speaker to open up and share more.

41. Pay attention to context and tone

Context and tone are like spices in a recipe—they add flavor to your communication. So, when you paraphrase, pay attention to the context and emotions expressed by the speaker. It helps you craft a paraphrase that's on point and respectful of the speaker's feelings.

42. Paraphrase to create a supportive environment

Paraphrasing is like building a cozy nest for communication. It's your way of saying, "I'm here to support you and your thoughts." By paraphrasing, you create a safe and supportive space for open dialogue.

43. Use paraphrasing to clarify misunderstandings

Remember that time your friend misunderstood your text, and it turned into a big mess? Misunderstandings happen, but paraphrasing is your troubleshooter. It helps identify and resolve these issues, creating a smoother exchange of ideas.

44. Be mindful of cultural differences

Cultural sensitivity is like speaking a foreign language—it takes practice and patience. When paraphrasing, be mindful of cultural nuances and avoid misinterpreting or disrespecting cultural norms. It's the key to smooth and respectful communication.

45. Practice paraphrasing regularly

Practice makes perfect—like playing an instrument or doing yoga. So, engage in daily conversations and make an effort to paraphrase frequently. The more you practice, the more proficient you'll become.

46. Practice paraphrasing with different topics

Imagine you're a chef who only cooks one dish. Boring, right? Same goes for paraphrasing. Try your hand at paraphrasing different topics. It broadens your knowledge and adaptability, making you a paraphrasing virtuoso.

47. Use paraphrasing to facilitate problem-solving

Paraphrasing is like a bridge—it connects different ideas and helps solve problems collaboratively. When you paraphrase, you're not just rephrasing; you're building bridges of understanding. This fosters problem-solving and teamwork.

48. Use paraphrasing to encourage further discussion

Ever been in a brainstorming session where ideas bounce around like ping-pong balls? Paraphrasing is your ping-pong paddle. Use it to bounce ideas back to the speaker. It keeps the conversation lively and encourages further discussion.

49. Paraphrase to help coach your employees

When coaching employees, it's easy to give the answers. Instead, use paraphrasing to hold back your automatic answers. Listen, paraphrase back to them, and help them come up with the solution. Then, they'll learn more from the experience and will know what to do next time.

50. Always acknowledge the original source

Imagine you create a beautiful piece of art, and someone else claims it as their own. Not cool, right? Same goes for paraphrasing. Always give credit where it's due. Acknowledge the original source—it shows respect for their work and maintains academic integrity.

Paraphrasing is like the secret weapon in your communication arsenal—it enhances understanding, fosters empathy, and builds lasting connections. Through active listening, thoughtful paraphrasing techniques, and a dash of empathy, you can become a communication superstar, whether at the university, workplace, or in your personal life.

Remember to be respectful of cultural differences and to always acknowledge the original sources when paraphrasing academic or professional material. With practice, you'll master the art of paraphrasing, bringing harmony and success to your interactions. So, paraphrase on and see the magic unfold in your communication!

21 Expert Tips For Effective Communication With Difficult People

We communicate with people every day, but sometimes it can be challenging to deal with certain individuals, especially the difficult ones. You may feel stressed, frustrated, and overwhelmed by their behavior.

However, effective communication can help alleviate tension and find common ground. In this blog post, we've gathered 21 tips that will help you communicate with difficult people more effectively. By following these tips, you can manage difficult situations with greater ease and achieve better outcomes.

Preparing Yourself

1. stay calm.

Staying calm is crucial when dealing with difficult people. If you let their emotions affect you, you may find yourself becoming angry or frustrated. This can make the situation worse and harder to resolve. Instead, take deep breaths, remain objective, and don't take their behavior personally. By staying calm, you can de-escalate the situation and find a solution that works for everyone.

2. Prepare Mentally

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Mastering communication: paraphrasing and summarizing skills.

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Two very useful skills in communicating with others, including when coaching and facilitating, are paraphrasing and summarizing the thoughts of others.

How to Paraphrase When Communicating and Coaching With Others

Paraphrasing is repeating in your words what you interpreted someone else to be saying. Paraphrasing is powerful means to further the understanding of the other person and yourself, and can greatly increase the impact of another’s comments. It can translate comments so that even more people can understand them. When paraphrasing:

Put the focus of the paraphrase on what the other person implied, not on what you wanted him/her to imply, e.g., don’t say, “I believe what you meant to say was …”. Instead, say “If I’m hearing you right, you conveyed that …?”
Phrase the paraphrase as a question, “So you’re saying that …?”, so that the other person has the responsibility and opportunity to refine his/her original comments in response to your question.
Put the focus of the paraphrase on the other person, e.g., if the person said, “I don’t get enough resources to do what I want,” then don’t paraphrase, “We probably all don’t get what we want, right?”
Put the ownership of the paraphrase on yourself, e.g., “If I’m hearing you right …?” or “If I understand you correctly …?”
Put the ownership of the other person’s words on him/her, e.g., say “If I understand you right, you’re saying that …?” or “… you believe that …?” or “… you feel that …?”
In the paraphrase, use some of the words that the other person used. For example, if the other person said, “I think we should do more planning around here.” You might paraphrase, “If I’m hearing you right in this strategic planning workshop, you believe that more strategic planning should be done in our community?”
Don’t judge or evaluate the other person’s comments, e.g., don’t say, “I wonder if you really believe that?” or “Don’t you feel out-on-a-limb making that comment?”
You can use a paraphrase to validate your impression of the other’s comments, e.g., you could say, “So you were frustrated when …?”
The paraphrase should be shorter than the original comments made by the other person.
If the other person responds to your paraphrase that you still don’t understand him/her, then give the other person 1-2 chances to restate his position. Then you might cease the paraphrasing; otherwise, you might embarrass or provoke the other person.

How to Effectively Summarize

A summary is a concise overview of the most important points from a communication, whether it’s from a conversation, presentation or document. Summarizing is a very important skill for an effective communicator.

A good summary can verify that people are understanding each other, can make communications more efficient, and can ensure that the highlights of communications are captured and utilized.

When summarizing, consider the following guidelines:

When listening or reading, look for the main ideas being conveyed.
Look for any one major point that comes from the communication. What is the person trying to accomplish in the communication?
Organize the main ideas, either just in your mind or written down.
Write a summary that lists and organizes the main ideas, along with the major point of the communicator.
The summary should always be shorter than the original communication.
Does not introduce any new main points into the summary – if you do, make it clear that you’re adding them.
If possible, have other readers or listeners also read your summary and tell you if it is understandable, accurate and complete.

For many related, free online resources, see the following Free Management Library’s topics:

All About Personal and Professional Coaching
Communications Skills
Skills in Questioning
Team Building
LinkedIn Discussion Group about “Coaching for Everyone”

————————————————————————-

Carter McNamara, MBA, PhD – Authenticity Consulting, LLC – 763-971-8890 Read my blogs: Boards , Consulting and OD , and Strategic Planning .

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What The Heck Is Paraphrasing? Might Be The Most Helpful Communication Skill

By Paola Pascual on September 8, 2021

What the heck is paraphrasing? Well, it turns out it might be one of the most helpful communication skills you’ll learn for your professional life. It consists of rewriting paragraphs or sentences, using different words and structures, to convey the same message. Read how it can help you and how to do it.

Paraphrasing definition

Paraphrase meaning: To paraphrase means to express the meaning of something using different words, usually –though not always– to achieve greater clarity.

What is the purpose of paraphrasing?

Although most dictionary definitions mention that the main goal of paraphrasing is achieving greater clarity, there’s so much more to it. Check out some of the situations in which paraphrasing will help you thrive.

#1 Achieve greater clarity

You can help others understand you better by tweaking the message (the words, the structure, the register). Imagine you are the project manager of a new product feature. If you have to explain the process to a new developer, you will need to explain all the technical aspects and details. Perhaps, they don’t understand a word or two, and you will need to explain this same message again using different terms. Here are some paraphrasing sentences to achieve greater clarity:

Original: It is paramount that we accentuate the beneficial effects that this program has had.
Paraphrase: It is very important that we stress the beneficial effects of this program.
Original: May I take this opportunity to remind applicants that any special request should be sent to the email address below provided.
Paraphrase: If your application includes any special request, please email us at [email protected].

#2 Grab your audience’s attention

Now, take that same example and imagine you’re explaining this new feature to the whole team. You may then want to summarize or simplify, as most of your coworkers might not need to know all the technical details. In this case, you’re paraphrasing to suit your audience and grab their attention by giving them only what they need –instead of everything .

Look at the examples below. In the original sentence, the CTO is talking to one of the developers, while in the paraphrased sentence, she is talking to an Account Manager.

Original: The list for that query is populated manually by the server from users, and we are not able to determine that engagement list from such a complex expression.
Paraphrase: Please, remember to set the user status manually.

#3 Sell more

Learning to paraphrase will help you be more persuasive – to sell, to negotiate, to attract new customers. Repetition is a persuasive strategy widely used in marketing, politics, and sales. It consists of using moderate repetition in an argument, and it is based on the psychological basis that suggests that low to moderate levels of repetition within a message tend to make the receptors more open and in agreement with the argument. However, this repetition will be more impactful if done subtly. That is -if you find different ways to make the same argument repeatedly.

#4 Formulate someone else’s ideas in your own words

Another example of paraphrasing is when you formulate someone else’s ideas or messages in your own words. Instead of quoting someone (in written or spoken form), where you copy what another person has said with their exact words, you rephrase the message using different words.

This is helpful in academic writing because it shows that you have understood the source and you are integrating it within your own narrative –though always remember to cite the original source (otherwise you will be committing plagiarism!).

Paraphrasing techniques

The following techniques are some of the most common ways in which you can reword a message.

#1 Changing vocabulary. Use synonyms and keywords to reword the original message.

Original: The government of Denmark declared that the COVID crisis is no longer a threat.
Paraphrase: Danish authorities announced that the COVID issue is not that dangerous anymore.

#2 Changing word category. Turn nouns into verbs, verbs into nouns, adverbs into adjectives, or adjectives into adverbs.

#3 Modifying sentence pattern. Alter the order of ideas or express the same idea with a different sentence structure.

Original: His personal secretary assisted him to complete the report. [verb]
Paraphrase: He completed the report with the assistance of his personal secretary. [noun]

#4 Changing the register. Adapt the message from formal to informal, or vice versa.

Original: Any loss of this document should be reported immediately. [formal]
Paraphrase: If you lose this doc, let us know ASAP. [very informal] / If you lose this document, please report immediately. [neutral]

#5 Adapting the level of depth. Turn a specific message into a more general one, or vice versa. Omit information that your recipients don’t need or add details if necessary.

Original: Our account manager needs to manually set a user’s status manually because the the system is not able to determine the engagement list from such a complex expression.
Paraphrase: Our account manager needs set the user status manually.

Learning how to paraphrase effectively will help you navigate the workplace in a more confident way. It takes practice, so you will want to try with a few examples. If you would like guidance from one of our communication experts, get in touch or join a free webinar.

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Paraphrasing tool

You can also paraphrase a fragment by using a paraphrase generator. They’re tools that rewrite your text and help you find different ways of expressing your message. It won’t be the same as learning how to do it yourself, but it may be helpful when you need to reformulate a piece of text. They can also help you “test” your paraphrasing skills and give you new ideas during your learning process. An interesting tool to paraphrase online is QuillBot . Play around with it and try to paraphrase, summarize, and check your grammar with a text you wrote. You can select the level of accuracy (from only changing words to implementing structural changes) and it is free to use online.

You can find more paraphrasing tools here but, again, these writing tools can come in handy and help you with your writing, but learning how to paraphrase on the go is a very powerful tool that we encourage you to learn.

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What is Paraphrasing? An Overview With Examples
Learn English
James Prior
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Updated February 23, 2024

What is paraphrasing? Or should I say what is the definition of paraphrasing? If you want to restate something using different words whilst retaining the same meaning, this is paraphrasing.

In this article, we cover what paraphrasing is, why it’s important, and when you should do it. Plus, some benefits and examples.

Table of Contents

Paraphrase Definition: What is Paraphrasing?

Paraphrasing is when you restate the information from a source using your own words while maintaining the original meaning. It involves expressing the ideas in a different way, often to clarify or simplify the content, without directly quoting the source.

When you paraphrase, you are not only borrowing, clarifying, or expanding on the information but also ensuring that you do all of these actions without plagiarizing the original content. It’s therefore definitely worth learning how to paraphrase if you want to improve your writing skills.

Why is Paraphrasing Important?

Paraphrasing is a valuable skill that allows you to convey information in your unique writing style while still giving credit to someone else’s ideas. It’s important for several reasons, and it serves various functions in both academic and professional writing.

Here are some key reasons why you should paraphrase:

Paraphrasing allows you to present information from sources in your own words, reducing the risk of plagiarism. Proper in-text citation is still necessary, but paraphrasing demonstrates your understanding and interpretation of the material.
When you paraphrase, you are required to comprehend the original content fully. You actively engage with the information, helping you better understand complex concepts and ideas. This process of restating the information in your own words showcases your understanding of the subject matter.
By paraphrasing, you can clarify complex ideas or technical language and convey information in a clearer, shorter, and simpler form. This makes it more accessible to your audience and ensures they grasp the key points. This is particularly important when communicating with readers who may not be familiar with specialized terminology.
Paraphrasing is valuable when synthesizing information from various sources. It enables you to blend ideas cohesively while maintaining a consistent writing style throughout your work.
Paraphrasing allows you to inject your unique writing style and voice into the content. It helps you present information in a way that is more aligned with your personal expression and perspective.
In certain situations where you need to meet specific length requirements for assignments or publications, paraphrasing allows you to convey information more concisely while still preserving the essential meaning.
Paraphrasing helps maintain a smooth flow and cohesiveness in your writing. It allows you to integrate information seamlessly, avoiding abrupt shifts between your own ideas and those from external sources.
Depending on your audience, you may need to adapt the language and level of technicality of the information you present. Paraphrasing allows you to tailor the content to suit the needs of your specific readership.

Incorporating paraphrasing into your writing not only showcases your understanding of the material but also enhances the overall quality and originality of your work.

When Should You Paraphrase?

Knowing when to paraphrase is an important skill, especially in academic writing and professional communication. Here are some situations in which you should consider paraphrasing:

To Avoid Plagiarism: Whenever you want to incorporate information from source material into your own work, but don’t want to use a direct quotation, paraphrasing is necessary to present the ideas in your own words while still acknowledging the original source.
To Express Understanding: Paraphrasing demonstrates your understanding of a topic by rephrasing the information in a way that shows you have processed and comprehended the material.
To Simplify Complex Information: If you encounter complex or technical language that may be difficult for your audience to understand, paraphrasing can help you clarify and simplify the information to make it more accessible and digestible.
To Integrate Multiple Sources: When synthesizing information from multiple sources, paraphrasing allows you to blend the ideas cohesively while maintaining your own voice and perspective.
To Maintain Consistency in Writing Style: In academic writing or professional writing, paraphrasing can help you maintain a consistent writing style throughout your work. This helps to ensure that all sections flow smoothly and are coherent.
To Meet Specific Requirements: Some assignments or publications may have specific requirements. This could relate to the number of words or concern the use of direct quotations. In such cases, paraphrasing allows you to meet these requirements while still incorporating relevant information from your sources.

What Are the Benefits of Paraphrasing?

Rewriting information in a clearer, shorter, and simpler form is called paraphrasing, so one of the benefits of paraphrasing is already clear! However, it can also be a useful exercise for other reasons, which are outlined below:

Avoiding Plagiarism

One of the main benefits of paraphrasing is mastering the ability to present information from external sources in a way that is entirely your own. By restructuring the content and expressing it using your words, you create a distinct piece of writing that reflects your comprehension and interpretation of the original material. This not only showcases your academic or professional integrity but also safeguards against unintentional plagiarism.

Paraphrasing is a fundamental skill in academic and professional settings, where originality and proper attribution are highly valued. This is especially true when it comes to writing research papers, where you’ll often need to reference someone else’s ideas with appropriate citations.

When you paraphrase effectively, you communicate to your audience that you respect the intellectual property of others while contributing your unique insights. This ethical approach to information usage enhances your credibility as a writer or researcher and reinforces the integrity of your work.

Enhancing Understanding

When you engage in paraphrasing, you actively participate in the material you are working with. You are forced to consider the ideas presented in the source material. You need to discern the essential concepts, identify key phrases, and decide how best to convey the message in a way that resonates with you.

This active engagement not only aids in understanding the content but also encourages critical thinking as you evaluate and interpret the information from your own standpoint.

By expressing someone else’s ideas in your own words, you deepen your understanding of the content. This process requires you to dissect the original text, grasp its nuances, and then reconstruct it using your language and perspective. In this way, you go beyond mere memorization and truly internalize the information, fostering a more profound comprehension of the subject matter.

Tailoring Information for Your Audience

Paraphrasing empowers you to adapt the language and complexity of the information to suit the needs and understanding of your audience. As you rephrase the content, you have the flexibility to adjust the level of technicality, simplify complex terminology, or tailor the tone to make the information more accessible to your specific readership.

Consider your audience’s background, knowledge level, and interests. Paraphrasing allows you to bridge the gap between the original content and the understanding of your intended audience.

Whether you are communicating with experts in a particular field or a general audience, the ability to paraphrase ensures that the information is conveyed in a way that resonates with and is comprehensible to your readers. This skill not only facilitates effective communication but also demonstrates your awareness of the diverse needs of your audience.

Improves Writing Skills

Paraphrasing helps in the development and refinement of your writing skills. When you actively engage in the process of rephrasing someone else’s ideas, you hone your ability to express concepts in a clear, concise, and coherent manner.

This practice refines your language proficiency, encouraging you to explore different types of sentence structure, experiment with vocabulary, and ultimately develop a more sophisticated and nuanced writing style.

As you paraphrase, you gain a heightened awareness of grammar, syntax, and word choice. This translates into improved writing, helping you construct well-articulated sentences and paragraphs. Moreover, paraphrasing allows you to experiment with different writing tones and adapt your style to suit the context or purpose of your writing, fostering versatility and adaptability in your expression.

Saves Time and Energy

Paraphrasing can significantly reduce the time and energy spent on the writing process. Rather than grappling with the challenge of integrating lengthy direct quotations or struggling to find the perfect synonym, paraphrasing allows you to distill and convey information in a more streamlined way.

This becomes particularly advantageous when faced with strict deadlines. By mastering paraphrasing, you empower yourself to produce well-crafted, original content in a shorter timeframe, allowing you to meet deadlines without compromising the quality of your work.

Examples of Paraphrasing

Here are some examples of paraphrasing:

Original: “The advancements in technology have revolutionized the way we communicate with each other.”
Paraphrased: “Technological progress has transformed how we interact and communicate with one another.”
Original: “Deforestation poses a significant threat to global ecosystems and biodiversity.”
Paraphrased: “The impact of deforestation represents a substantial danger to ecosystems and the diversity of life on a global scale.”
Original: “Effective time management is essential for achieving productivity in both professional and personal spheres.”
Paraphrased: “Efficient management of time is crucial for attaining productivity in both professional and personal aspects of life.”
Original: “The restaurant offers a diverse selection of culinary choices, ranging from traditional dishes to modern fusion cuisine.”
Paraphrased: “The restaurant provides a variety of food options, including both traditional and modern fusion dishes.”
Original: “The novel explores the complexities of human relationships in a rapidly changing society.”
Paraphrased: “The book delves into the challenges of human connections in a fast-changing world.”
Original: “Regular exercise is crucial for maintaining optimal physical health and preventing various health issues.”
Paraphrased: “Exercising regularly is important for keeping your body healthy and avoiding health problems.”

In these examples, you can observe the use of different wording, sentence structure, and synonyms while preserving the core meaning of the original sentences. This is the essence of paraphrasing.

What Are the Differences Between Paraphrasing, Quoting, and Summarizing?

So, we’ve established that successful paraphrasing is a way of rewriting someone else’s words whilst retaining their meaning and still giving credit to the original author’s ideas. But how is this different from quoting and summarizing?

While paraphrasing, quoting, and summarizing are all ways of incorporating information from source material into your own writing, there are key differences between them:

Paraphrasing

Definition: Paraphrasing involves rephrasing someone else’s ideas or information in your own words while retaining the original meaning.
Usage: You use paraphrasing when you want to present the information in a way that suits your writing style or when you need to clarify complex ideas.
Example: Original: “The study found a significant correlation between sleep deprivation and decreased cognitive performance.” Paraphrased: “The research indicated a notable link between lack of sleep and a decline in cognitive function.”
Definition: Quoting involves directly using the exact words from a source and enclosing them in quotation marks.
Usage: You use quoting when the original wording is essential, either because of its precision or uniqueness, or when you want to highlight a specific phrase or concept.
Example: Original: “The author argues, ‘In the absence of clear guidelines, individual judgment becomes paramount in decision-making.'”

The use of quotation marks is vital when quoting.

Summarizing

Definition: Summarizing involves condensing the main ideas of a source or original passage in your own words, focusing on the most crucial points.
Usage: You use summarizing when you need to provide a concise overview of a longer piece of text or when you want to capture the key points without including all the details.
Example: Original: A lengthy article discussing various factors influencing climate change. Summary: “The article outlines key factors contributing to climate change, including human activities and natural processes.”

In summary, paraphrasing is about expressing someone else’s ideas in your own words, quoting involves directly using the original words, and summarizing is about condensing the main points of a source.

Each technique serves different purposes in writing and should be used based on your specific goals and the nature of the information you are incorporating. If you want to level up your writing skills you need to be able to do all three of these.

Conclusion (In Our Own Words)

Paraphrasing is a valuable skill with numerous benefits. It helps you understand complex ideas, refine your writing style, and demonstrate ethical information use. It also allows you to tailor information for different audiences and can save time in academic and professional writing.

So, if you want to incorporate information from external sources into your writing in a way that is clear, concise, and respectful of the original author’s work, it’s worth mastering the art of paraphrasing.

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What Is Paraphrasing and Why Do We Do It?

To put it simply: paraphrasing condenses information or the main points taken from another source and expresses or interprets it in your own words and writing style. Learning the art of paraphrasing involves comprehending, synthesizing, and conveying information in an original format. This technique is often used in college coursework such as research papers where plagiarism is strictly prohibited, and direct quotations should be kept to a minimum.

Paraphrasing is a valuable technique that you can use in many forms of writing and speaking, such as presentations, speeches, blogs, articles, and any other forms of communication where original ideas are shared. In today’s world, there are even paraphrasing tools such as Quillbot AI and Paraphraser.io leveraging technology and AI to help writers paraphrase while avoiding plagiarism.

Read on to learn all about what paraphrasing is, why it’s important and how to put this valuable rewording technique to use.

Fast Facts About Paraphrasing

Paraphrasing is a valuable skill for speaking and writing original content in your own words.
When paraphrasing, it is important to keep the facts and express the original idea without copying the original content.
A common goal of paraphrasing is to distill information concisely, creating more clarity, relevance, and/or impact for the receiver of information.

Are Paraphrasing and Plagiarism the Same?

There is a distinct difference between paraphrasing and plagiarism, and a lot of it is based on intention. If the paraphrased wording or sentence structure looks too close to the original passage, then one will assume that the writer is passing it off as their own work.

Unfortunately, intentionally plagiarizing can lead to failing a class, job loss, and even a damaged reputation or career.

A direct quotation is typically permitted if a text citation acknowledges the source. APA in-text citation style guidelines use the author's last name and year of publication when you refer to, paraphrase, summarize or use quotation marks for information from the direct source material.

Plagiarism is considered intellectual theft and is strictly prohibited in academia and for legal reasons. Copyright is a set of exclusive rights given to a creator of original works. Plagiarism often violates these rights by copying and distributing the work. Copyright infringement can still occur even if the original author is acknowledged.

One instance where plagiarism doesn’t apply is related to commonly known facts such as basic information or historical dates. For example, you would not need to cite the encyclopedia if you wrote that “The United States officially adopted the Constitution in 1788” or that “There are eight planets in the solar system, nine if you count Pluto.”

How To Use Paraphrasing in Your Own Writing

Paraphrasing is a technique used to combat plagiarism, keeping original ideas intact but rephrasing information in your own words and original perspectives. Effective paraphrasing involves reading or listening to the original content until you fully understand it and taking notes on the main points.

Next, you write down your version of the core concepts without looking at the original passage. Then, make sure that you restate it in a way that the original author has implied and not how you want them to imply it. Lastly, compare and edit your work to ensure it doesn’t resemble the original, and cite your sources when necessary.

Other strategies to keep in mind when paraphrasing are changing the sentence structure or form, using synonyms, changing active to passive voice, changing clauses to phrases, and starting the sentence or paragraph differently from the original content.

Suppose you don’t think you can accurately paraphrase a passage concisely. Instead, you can directly quote exact words from the original author and identify the original source of the material with their name or text citation to avoid plagiarizing, as explained previously.

Does Paraphrasing Improve Your Communication Skills?

Practicing paraphrasing as a skill can drastically improve your communication and writing skills since it involves the mental practice of active listening , learning new information or ideas, reflecting upon them, and pulling out the key concepts in your own words.

The process of paraphrasing enables you to truly learn a subject before you can confidently write or communicate that idea . Paraphrasing is a powerful way to further understand a subject or idea for both the writer and reader or speaker and listener.

Active listening and understanding are key components of efficient communication. Using this skill alleviates misunderstandings and prevents conflict.

What Are Some Examples of Paraphrasing?

In daily life, an example situation involving paraphrasing could look like sitting down at your favorite restaurant and ordering from the menu. You tell the server each item you’d like to order. They repeat it back to you for confirmation. If they misunderstand anything you said, you would interject to correct them.

They will usually repeat it back a second time to ensure they have the correct order. They may not use the exact words you used but provide a restatement of your order. This process confirms the chef prepares the correct meals for you.

Other paraphrasing examples in writing include:

Original: He has many old clothes and furniture to donate or throw away.
Paraphrase: He needs to get rid of a lot of junk.
Original: Polar bears are nearly undetectable by infrared cameras. Thermal cameras detect the heat lost by a subject as infrared, but polar bears are experts at conserving heat.
Paraphrase: Because thermal cameras detect infrared heat given off by a subject, polar bears are undetectable due to their unique heat conservation abilities.
Original: Although most people learn from experienced sailors, it's possible to teach yourself in a controlled environment. The biggest concern when teaching yourself to sail is safety, as going out on the water alone and inexperienced can be perilous.
Paraphrase: In a safe and controlled environment, you can teach yourself to sail, despite trained sailors giving instruction in most cases. Going out on the water alone can be dangerous for a beginner.

Is Paraphrasing Ever a Bad Thing?

Paraphrasing shouldn’t be used when it does not accurately reflect the ideas of the original source. Poor paraphrasing can look like only switching out a few words or failing to acknowledge the source or author with direct quotations or in-text citations when necessary. Ultimately, incorrect paraphrasing could result in a costly mistake.

Paraphrasing is unnecessary when sharing a famous speech or lines from a book. In this case, you would use direct quotations. For example, you wouldn’t paraphrase Martin Luther King Jr’s “I have a dream” speech. Therefore, paraphrasing would likely reduce the impact.

Why Do We Paraphrase?

Paraphrasing leaves out unnecessary info.

The art of paraphrasing allows a writer or speaker to succinctly rephrase statements or ideas, focusing on the most critical aspects of the topic or idea. It helps to create clarity by leaving out any unnecessary information.

Paraphrasing allows the speaker or writer to reframe it in a more relevant way to their audience. Sometimes you would only take pieces of the original idea that relate to what you want to express.

Paraphrasing Simplifies Your Communication

Putting paraphrasing into practice regularly helps you focus on the key concepts or crucial information and communicate that, whether it’s in a professional conversation, giving a speech, or writing your paper for a college course. It allows you to hold people’s attention by providing concise information and impacting your audience.

Paraphrasing Puts an Original Spin on Information

Paraphrasing is a great technique to use if the original format of the information is not unique or impactful. It is an opportunity to rephrase it in a more compelling and digestible way, putting an original spin on an idea.

Improving this skill also allows you to keep your authentic communication style even if you’re sharing someone else's ideas.

Using Paraphrasing as a Listener

Using paraphrasing in active listening .

A critical step in the paraphrasing process is active listening. To succinctly communicate an idea or concept in an original way, you must actively listen to extract the main points before you can accurately paraphrase. Paraphrasing what someone said shows the speaker you are actively listening and retaining the information.

How To Paraphrase in Conversation

When in conversation with others, paraphrasing is a great way to ensure both parties are on the same page in understanding the exchange of information. You can practice paraphrasing by actively listening to what someone is saying, condensing the information into a shorter format using your own words, and repeating it for confirmation.

New, Original Words

Paraphrasing is an effective technique for learning, communicating, and restating ideas and concepts in an original format. Improving your paraphrasing skills will help ensure your research paper, presentation, and professional or personal communication is clear, relevant, impactful, and plagiarism free. Just remember to cite any original sources where appropriate.

Did you know you can communicate with clarity, conciseness, and confidence using Poised, the AI communication coach?

Poised gives you real-time feedback on everything from words most spoken to filler words, confidence, energy, empathy, and more. The best part? No one else knows you’re using it. Learn more today .

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Paraphrasing and Summarizing

Summing up key ideas in your own words.

Make complex information easier to digest!

Imagine you're preparing a presentation for your CEO. You asked everyone in your team to contribute, and they all had plenty to say!

But now you have a dozen reports, all in different styles, and your CEO says that she can spare only 10 minutes to read the final version. What do you do?

The solution is to paraphrase and summarize the reports, so your boss gets only the key information that she needs, in a form that she can process quickly.

In this article, we explain how to paraphrase and how to summarize, and how to apply these techniques to text and the spoken word. We also explore the differences between the two skills, and point out the pitfalls to avoid.

What Is Paraphrasing?

When you paraphrase, you use your own words to express something that was written or said by another person.

Putting it into your own words can clarify the message, make it more relevant to your audience , or give it greater impact.

You might use paraphrased material to support your own argument or viewpoint. Or, if you're putting together a report , presentation or speech , you can use paraphrasing to maintain a consistent style, and to avoid lengthy quotations from the original text or conversation.

Paraphrased material should keep its original meaning and (approximate) length, but you can use it to pick out a single point from a longer discussion.

What Is Summarizing?

In contrast, a summary is a brief overview of an entire discussion or argument. You might summarize a whole research paper or conversation in a single paragraph, for example, or with a series of bullet points, using your own words and style.

People often summarize when the original material is long, or to emphasize key facts or points. Summaries leave out detail or examples that may distract the reader from the most important information, and they simplify complex arguments, grammar and vocabulary.

Used correctly, summarizing and paraphrasing can save time, increase understanding, and give authority and credibility to your work. Both tools are useful when the precise wording of the original communication is less important than its overall meaning.

How to Paraphrase Text

To paraphrase text, follow these four steps:

1. Read and Make Notes

Carefully read the text that you want to paraphrase. Highlight, underline or note down important terms and phrases that you need to remember.

2. Find Different Terms

Find equivalent words or phrases (synonyms) to use in place of the ones that you've picked out. A dictionary, thesaurus or online search can be useful here, but take care to preserve the meaning of the original text, particularly if you're dealing with technical or scientific terms.

3. Put the Text into Your Own Words

Rewrite the original text, line by line. Simplify the grammar and vocabulary, adjust the order of the words and sentences, and replace "passive" expressions with "active" ones (for example, you could change "The new supplier was contacted by Nusrat" to "Nusrat contacted the new supplier").

Remove complex clauses, and break longer sentences into shorter ones. All of this will make your new version easier to understand .

4. Check Your Work

Check your work by comparing it to the original. Your paraphrase should be clear and simple, and written in your own words. It may be shorter, but it should include all of the necessary detail.

Paraphrasing: an Example

Despite the undoubted fact that everyone's vision of what constitutes success is different, one should spend one's time establishing and finalizing one's personal vision of it. Otherwise, how can you possibly understand what your final destination might be, or whether or not your decisions are assisting you in moving in the direction of the goals which you've set yourself?

The two kinds of statement – mission and vision – can be invaluable to your approach, aiding you, as they do, in focusing on your primary goal, and quickly identifying possibilities that you might wish to exploit and explore.

We all have different ideas about success. What's important is that you spend time defining your version of success. That way, you'll understand what you should be working toward. You'll also know if your decisions are helping you to move toward your goals.

Used as part of your personal approach to goal-setting, mission and vision statements are useful for bringing sharp focus to your most important goal, and for helping you to quickly identify which opportunities you should pursue.

How to Paraphrase Speech

In a conversation – a meeting or coaching session, for example – paraphrasing is a good way to make sure that you have correctly understood what the other person has said.

This requires two additional skills: active listening and asking the right questions .

Useful questions include:

If I hear you correctly, you're saying that…?
So you mean that…? Is that right?
Did I understand you when you said that…?

You can use questions like these to repeat the speaker's words back to them. For instance, if the person says, "We just don't have the funds available for these projects," you could reply: "If I understand you correctly, you're saying that our organization can't afford to pay for my team's projects?"

This may seem repetitive, but it gives the speaker the opportunity to highlight any misunderstandings, or to clarify their position.

When you're paraphrasing conversations in this way, take care not to introduce new ideas or information, and not to make judgements on what the other person has said, or to "spin" their words toward what you want to hear. Instead, simply restate their position as you understand it.

Sometimes, you may need to paraphrase a speech or a presentation. Perhaps you want to report back to your team, or write about it in a company blog, for example.

In these cases it's a good idea to make summary notes as you listen, and to work them up into a paraphrase later. (See How to Summarize Text or Speech, below.)

How to Summarize Text or Speech

Follow steps 1-5 below to summarize text. To summarize spoken material – a speech, a meeting, or a presentation, for example – start at step 3.

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1. Get a General Idea of the Original

First, speed read the text that you're summarizing to get a general impression of its content. Pay particular attention to the title, introduction, conclusion, and the headings and subheadings.

2. Check Your Understanding

Build your comprehension of the text by reading it again more carefully. Check that your initial interpretation of the content was correct.

3. Make Notes

Take notes on what you're reading or listening to. Use bullet points, and introduce each bullet with a key word or idea. Write down only one point or idea for each bullet.

If you're summarizing spoken material, you may not have much time on each point before the speaker moves on. If you can, obtain a meeting agenda, a copy of the presentation, or a transcript of the speech in advance, so you know what's coming.

Make sure your notes are concise, well-ordered, and include only the points that really matter.

The Cornell Note-Taking System is an effective way to organize your notes as you write them, so that you can easily identify key points and actions later. Our article, Writing Meeting Notes , also contains plenty of useful advice.

4. Write Your Summary

Bullet points or numbered lists are often an acceptable format for summaries – for example, on presentation slides, in the minutes of a meeting, or in Key Points sections like the one at the end of this article.

However, don't just use the bulleted notes that you took in step 3. They'll likely need editing or "polishing" if you want other people to understand them.

Some summaries, such as research paper abstracts, press releases, and marketing copy, require continuous prose. If this is the case, write your summary as a paragraph, turning each bullet point into a full sentence.

Aim to use only your own notes, and refer to original documents or recordings only if you really need to. This helps to ensure that you use your own words.

If you're summarizing speech, do so as soon as possible after the event, while it's still fresh in your mind.

5. Check Your Work

Your summary should be a brief but informative outline of the original. Check that you've expressed all of the most important points in your own words, and that you've left out any unnecessary detail.

Summarizing: an Example

So how do you go about identifying your strengths and weaknesses, and analyzing the opportunities and threats that flow from them? SWOT Analysis is a useful technique that helps you to do this.

What makes SWOT especially powerful is that, with a little thought, it can help you to uncover opportunities that you would not otherwise have spotted. And by understanding your weaknesses, you can manage and eliminate threats that might otherwise hurt your ability to move forward in your role.

If you look at yourself using the SWOT framework, you can start to separate yourself from your peers, and further develop the specialized talents and abilities that you need in order to advance your career and to help you achieve your personal goals.

SWOT Analysis is a technique that helps you identify strengths, weakness, opportunities, and threats. Understanding and managing these factors helps you to develop the abilities you need to achieve your goals and progress in your career.

Permission and Citations

If you intend to publish or circulate your document, it's important to seek permission from the copyright holder of the material that you've paraphrased or summarized. Failure to do so can leave you open to allegations of plagiarism, or even legal action.

It's good practice to cite your sources with a footnote, or with a reference in the text to a list of sources at the end of your document. There are several standard citation styles – choose one and apply it consistently, or follow your organization's house style guidelines.

As well as acknowledging the original author, citations tell you, the reader, that you're reading paraphrased or summarized material. This enables you to check the original source if you think that someone else's words may have been misused or misinterpreted.

Some writers might use others' ideas to prop up their own, but include only what suits them, for instance. Others may have misunderstood the original arguments, or "twisted" them by adding their own material.

If you're wary, or you find problems with the work, you may prefer to seek more reliable sources of information. (See our article, How to Spot Real and Fake News , for more on this.)

Paraphrasing means rephrasing text or speech in your own words, without changing its meaning. Summarizing means cutting it down to its bare essentials. You can use both techniques to clarify and simplify complex information or ideas.

To paraphrase text:

Read and make notes.
Find different terms.
Put the text into your own words.
Check your work.

You can also use paraphrasing in a meeting or conversation, by listening carefully to what's being said and repeating it back to the speaker to check that you have understood it correctly.

To summarize text or speech:

Get a general idea of the original.
Check your understanding.
Make notes.
Write your summary.

Seek permission for any copyrighted material that you use, and cite it appropriately.

This site teaches you the skills you need for a happy and successful career; and this is just one of many tools and resources that you'll find here at Mind Tools. Subscribe to our free newsletter , or join the Mind Tools Club and really supercharge your career!

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Comments (10)

Over a month ago Midgie wrote Hi sahibaMehry, My view is that we paraphrase the meaning and essence of what has been said, rather than sentence by sentence or word for word. If you are to use the exact words, that would be 'quoting' someone. Hope that helps. Midgie Mind Tools Team
Over a month ago sahibaMehry wrote Hello could you please answer my question do we need to paraphrase sentences in summarizing or not we should summarize it word to word?
Over a month ago Michele wrote Hi SabrinaSeo, You are most welcome. We hope the information in the article was helpful. Michele Mind Tools Team

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Paraphrasing

Paraphrasing is a listening skill that helps you demonstrate understanding of a message. Utilizing paraphrasing in everyday conversation can greatly help prevent miscommunications with others. We already do this on a day to day basis.

For this lesson, we are going to go a bit deeper, and discuss 3 types of paraphrases – Content, Intent, and Tone. Each one is equally important. But first, let’s discuss what is meant by “owned language” and “perception checking questions” in terms of paraphrasing.

Owned Language and Perception Checking Questions

When we used “I” instead of “you” we used “owned” language, meaning we take responsibility or “own” for our interpretation In other words, we place the burden of understanding on ourselves. When we use owned language in a paraphrase, we are demonstrating that is OUR OWN understanding of a message, instead of telling the person “this is what you said.” An example related to listening may be saying “I’m having trouble hearing you” in place of “you are talking too quiet.” Note the use of “you” in the second message sound accusatory and may cause the person to become defensive. When we paraphrase, we are attempting to check our understanding of what another person is saying. If we use “you” instead of “I” the climate of the interaction may become defensive instead of positive or supportive.

Examples of Owned Language:

“If I understand you correctly…”
“I’m hearing that…”
“It’s my understanding that…”
“If I’m hearing you correctly…”
“It sounds to me like…”

Perception Checking Questions

Perception checking questions check the understanding of a message. They generally come at the end of a paraphrase.

Examples of Perception Checking Questions:

“Am I right?”
“Is that correct?”
“Did I understand that correctly?”

Paraphrasing for Content

When we paraphrase for content, we restate WHAT the person said…we take their words and put them into our own words. Try to just focus on the what – when thinking about content we aren’t trying to read into the message or emotions (those come later). Here is an example:

Person A : I’m working late tonight. I need the lawn mowed, the dishes done, and the living room vacuumed before our guests arrive. Person B : Ok, so if I heard you correctly, I need to mow, finish the dishes, and vacuum. Is that right?

Note the use of owned language (“So if I heard you correctly”) and a perception checking question (“Is that right?”)

But, is paraphrasing for content enough? Consider the following State Farm commercial:

The same words are used, but have a very different meaning depending on the situation. Paraphrasing for content would miss the deeper meanings here. This is why, arguably, paraphrasing for intent and tone are just as, if not more important than paraphrasing for tone.

Paraphrasing for Intent

When you paraphrase for intent, you look beyond what it said, and focus on WHY the person said it. This is by far the most difficult paraphrase to master. Recall that every message is goal driven – generally to inform, persuade, or entertain. When we paraphrase for intent, we look for that goal. In other words, what does the speaker want us to do with this information? So, for example, if I said “I just hate taking out the garbage!” you may find an intent “I’m hearing you say that you would like me to take out the garbage. Is that correct?” Note the use of owned language and perception checking questions. I didn’t say I wanted you to take out the garbage, but when I complained about it, based on what I said and the nonverbal tone, and perhaps my body movements, you were able to deduce that perhaps I was trying to persuade you to do it. Take a look at the previous example:

Person A: I’m working late tonight. I need the lawn mowed, the dishes done, and the living room vacuumed before our guests arrive. Person B: If I’m understanding you correctly, you are wanting me to help you with these tasks? Is that right?

Note the use of owned language (“If I’m understanding you correctly”) and perception checking question (“Is that right?”)

Paraphrasing for Tone

When you paraphrase for tone, you look at the emotion behind what someone is saying. This can be found through their words as well as their nonverbals such as tone of voice. But try not to associate Tone with just “tone” of voice. Take into consideration the whole message, verbal and nonverbal. To use the example above, if I said “I just hate taking out the garbage!” your tone paraphrase could be “It sounds to me like you are angry about having to take out the garbage. Is that correct?” Let’s look a the previous example:

Person A: I’m working late tonight. I need the lawn mowed, the dishes done, and the living room vacuumed before our guests arrive. Person B: It sounds to me like you are stressed about this. Is that how you are feeling?

Note the owned language (“It sounds to me”) and the Perception-checking question (“Is that how you are feeling?”)

Putting it all Together

A complete paraphrase will contain a paraphrase for content, intent, and tone. You can do this all together or as 3 separate paraphrases. Let’s look at a complete paraphrase for the previous example:

Person A: I’m working late tonight. I need the lawn mowed, the dishes done, and the living room vacuumed before our guests arrive. Person B: It sounds to me like you are stressed about this and would like me to help mow the lawn, finish the dishes, and vaccuum before our guests arrive. Is that right?

Here we have owned language (“It sounds to me”), tone (“you are stressed), intent (“would like me to help”), and content (mow the lawn, finish the dishes, and vacuum before our guests arrive.”), and a perception checking question (“is that right?”).

The activity below will allow you to practice identifying content, intent, and tone paraphrases:

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Paraphrasing is a fundamental skill sitting at the crossroads of comprehension, expression, and academic integrity. In academic environment, paraphrasing holds significance due to a number of reasons. It’s an excellent mental workout that pushes the boundaries of your understanding and critical thinking. By rewording, you learn to articulate complex ideas in your own words, an invaluable skill for everyone in all fields. Moreover, paraphrasing plays a key role in maintaining academic integrity, allowing students to incorporate and acknowledge others’ ideas within their work. Continue reading to learn everything about the importance of paraphrasing.

Paraphrasing and Skill Development

When done effectively, paraphrasing has several benefits that simple rewording can’t produce. It is a comprehensive ability that greatly contributes to academic and intellectual development. Let’s look at some of the important advantages:

🧠 Enhances Comprehension	🔍 Fosters Critical Thinking
Paraphrasing requires an understanding of the source text. To get the whole meaning, you must engage with the material rather than simply skim the surface. This need guarantees that you are not only reading but also comprehending the text. As you try to express these thoughts freshly, your understanding of the subject grows. This better understanding is an important stage in learning, and paraphrasing is an essential instrument for students.	Paraphrasing is an active interaction with a text. It asks you to distinguish between the vital core concepts and the non-essential details. This judgment is the essence of critical thinking: determining what is essential vs what is optional. Paraphrasing helps you acquire the capacity to evaluate and prioritize information, which is useful in education or professional life.
✍️ Improves Writing and Research Skills	🎓 Encourages Academic Integrity
One of the most obvious benefits of paraphrasing is that it improves your writing and research skills. When you process knowledge from multiple sources and communicate it again, you’re creating a cohesive story that represents your understanding and viewpoint. This exercise improves your ability to articulate difficult thoughts clearly, which strengthens your writing abilities. Furthermore, the research process improves as you learn to recognize and integrate essential themes from your sources.	Paraphrasing protects intellectual property while additionally contributing to the scholarly discussion. It promotes an honest and respectful academic atmosphere by attributing original authors and preventing plagiarism. This ethical element is critical because it supports the trust and credibility that are fundamental to academic activity.

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Paraphrasing and its impact on academic papers.

Paraphrasing is a part of academic writing. It links current information and fresh discoveries, enabling authors to include authoritative sources into their writings as a careful integration that adds depth and uniqueness. When done well, paraphrasing indicates the author’s understanding of the original material, demonstrating that they not only can grasp complicated topics but also explain them in a new way. This helps to build a stronger, more compelling argument by anchoring theoretical ideas in proven research and avoiding the problems of plagiarism.

Moreover, effective paraphrasing improves the academic paper by introducing diversity in expression and preventing monotony, keeping readers engaged. It allows the writer to maintain a consistent voice throughout the document, creating the paper as a cohesive story rather than a patchwork of disconnected quotations. This coherence is critical for the reader’s understanding and for conveying the author’s perspective on the topic.

An image explaining important functions of paraphrasing

Equally important is the ethical aspect of paraphrasing. Properly rephrased and cited, it maintains the integrity of academic work, distinguishing it from plagiarism and unauthorized use of intellectual property. This ethical practice supports the credibility and trustworthiness of the paper itself.

To sum up, paraphrasing significantly impacts academic papers by promoting understanding, originality, and ethical standards. It demonstrates the author’s capacity to participate in and contribute to academic dialogue, making it a valuable skill in the scholarly community. However, paraphrasing may seem quite daunting, so it would be smart to consider using an AI rewording tool to boost the process.

What distinguishes effective paraphrasing from simple rewording?

Effective paraphrasing involves a deep understanding of the original material, allowing the paraphraser to convey the same ideas in a completely new way that reflects their voice and style. True paraphrasing demonstrates comprehension and the ability to critically engage with the text, thereby adding value to the academic discourse. In contrast, simple rewording often results in a piece that is too close to the source, lacking originality and failing to fully grasp the underlying concepts.

Can paraphrasing tools ensure academic integrity?

While paraphrasing tools can aid in rephrasing text, they do not guarantee academic integrity on their own. These tools may provide a starting point for rewriting content, but they often lack the nuance and understanding required for true paraphrasing. Academic integrity involves correctly interpreting and crediting the source material, a process that requires human judgment and ethical consideration. Thus, while paraphrasing tools can be helpful, they should be used cautiously, with the final work carefully reviewed and adjusted to ensure it meets academic standards.

How does paraphrasing contribute to the development of academic writing style?

Paraphrasing contributes to the development of academic writing style by enhancing clarity, precision, and personal voice. It encourages deeper engagement with source material, leading to better critical thinking and analytical skills. Through paraphrasing, writers expand their vocabulary and learn to express complex ideas in their own manner, making their arguments more cohesive.

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LEAPS Model of Communication for Clear Interpersonal Interactions

Interested in the LEAPS Model of Communication? This model serves as a powerful tool for improving communication skills. In this blog, we’ll break down each element, discuss its practical applications, and offer tips to integrate them effectively into your interactions. Dive in to gain an in-depth understanding!

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Have you ever wondered how some people effortlessly navigate conversations, resolve conflicts, and build strong connections? The answer often lies in the LEAPS Model of Communication. This powerful framework focuses on five key elements: listening, empathy, articulation, persuasion, and stewardship. But ever wondered how can it transform your interactions and help you achieve more meaningful communication?

In this blog, we will delve into each component of the LEAPS Model of Communication , exploring practical tips and real-world applications. Read ahead to discover how you can communicate with clarity and confidence.

Table of Contents

1) What is the LEAPS Model of Communication?

2) Components of LEAPS Model of Communication

3) LEAPS Model of Communication Benefits

4) LEAPS Model of Communication in Professional Settings

5) LEAPS Model of Communication in Personal Settings

6) Tips for Using the LEAPS Model of Communication

7) LEAPS Model of Communication Real-world Scenarios

8) Challenges in the LEAPS Communication Model

9) Conclusion

What is the LEAPS Model of Communication?

The LEAPS Model of Communication is a straightforward and influential tool that guides you through both challenging situations and everyday interactions. By fostering active listening and empathy, it enhances your ability to connect with others and navigate conversations effectively.

Components of LEAPS Model of Communication

The LEAPS Model, developed by Dr. James E. Lukaszewski, is a comprehensive framework designed to enhance communication by focusing on five key elements: Listening, Empathy, Articulation, Persuasion, and Stewardship. Let’s explore each of these fundamental aspects in detail:

1) L is for Listening

Communication is a two-way street, and listening is a crucial component. To truly understand someone, you must actively listen without interrupting or jumping to conclusions.

This includes giving your full attention, maintaining eye contact, and being open to different perspectives. By staying attentive and responsive, you can create a secure and inclusive space that fosters effective communication.

2) E is for Empathy

Empathy is the capacity to share and comprehend another person’s feelings. It requires putting yourself in their shoes and considering their emotions, experiences, and needs. By practising empathy, you can cultivate deeper connections, build trust, and show respect towards others.

When you approach communication with empathy, you foster an atmosphere of understanding and collaboration.

3) A is for Articulation

The way you express your thoughts and ideas significantly impacts how they are received. Articulation involves conveying your messages clearly, concisely, and confidently. It is important to choose your words carefully, considering the audience and the purpose of your communication.

By mastering the art of articulation, you can ensure that your message is understood and effectively communicated.

4) P is for Persuasion

Communication is not just about conveying information; it is also about influencing and persuading others. However, persuasion should always be ethical and based on mutual respect.

The LEAPS Model encourages you to present your arguments logically, provide evidence, and engage in constructive dialogue. By comprehending the principles of persuasion, you can influence others positively and meaningfully.

5) S is for Stewardship

Stewardship refers to taking responsibility for your communication and its impact on others. It involves being accountable for your words and actions and being aware of their consequences.

By practicing stewardship, you can foster a culture of trust, respect, and accountability, leading to stronger relationships and effective communication.

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LEAPS Model of Communication Benefits

The LEAPS Model offers several benefits that enhance communication effectiveness:

a) Improved Understanding : By actively listening, asking questions, and paraphrasing, the model ensures both parties clearly understand the conversation.

b) Strengthened Relationships : Empathy and summarising help build trust and rapport, which are essential in both personal and professional relationships.

c) Conflict Resolution : The model aids in resolving conflicts by promoting active listening and empathy, crucial for understanding different perspectives.

d) Effective Decision-making : Clear communication and mutual understanding enable more effective and efficient decision-making.

e) Enhanced Emotional Intelligence : The model fosters the development of Emotional Intelligence, that is vital for effective interpersonal interactions.

LEAPS Model of Communication in Professional Settings

In professional settings, the LEAPS Model is particularly valuable for fostering collaboration, teamwork, and leadership:

a) Team Meetings : Leaders and team members can use the model to ensure everyone’s voice is heard and understood, leading to more inclusive and productive discussions.

b) Client Interactions : Active Listening Skills and empathising are essential for understanding client needs and building long-term relationships.

c) Conflict Management : The model provides a framework for resolving workplace conflicts by encouraging open communication and mutual understanding.

d) Performance Reviews : During feedback sessions, the model helps deliver constructive feedback that is clearly understood and appreciated by the recipient.

LEAPS Model of Communication in Personal Settings

The LEAPS Model is equally applicable in personal relationships, where effective communication is the foundation of strong bonds:

a) Family Conversations : Whether resolving a disagreement or simply sharing daily experiences, the model helps create a supportive and understanding environment.

b) Friendships : Active listening and empathy are key to maintaining and deepening friendships. The model encourages these practices, leading to more meaningful connections.

c) Romantic Relationships : Clear and empathetic communication is vital in romantic relationships. The LEAPS Model helps partners express themselves openly and understand each other better.

d) Parent-Child Communication : For parents, using the LEAPS Model can improve communication with their children, fostering trust and openness.

Tips for Using the LEAPS Model of Communication

To effectively use the LEAPS Model of Communication, consider these tips:

Strategies for Implementing the LEAPS Model of Communication

a) Focus entirely on the speaker, avoid distractions, and listen without forming a response while the other person is speaking.

b) Make a conscious effort to grasp the speaker’s emotions and perspectives.

c) Encourage deeper conversations by asking questions that need more than a "yes" or "no" answer.

d) Restate what you’ve heard to confirm understanding, which also shows the speaker that you’re engaged.

e) At the end of conversations, summarise the main points to make sure that both parties are on the same page.

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LEAPS Model of Communication Real-world Scenarios

The LEAPS Model can be applied in various real-world scenarios, demonstrating its versatility:

a) Customer Service : A customer service representative can utilise the LEAPS Model to handle complaints by listening to the customer’s concerns, empathising with their frustration, asking clarifying questions, paraphrasing to ensure understanding, and summarising the resolution steps.

b) Conflict Resolution : In a team conflict, a mediator can apply the model to listen to all parties, empathise with their viewpoints, ask for more details, paraphrase to reflect understanding, and summarise the agreement.

c) Negotiations : During negotiations, the model helps understand the other party’s needs and find a mutually beneficial solution through clear and empathetic communication.

Challenges in the LEAPS Communication Model

Despite its benefits, the LEAPS Model may present some challenges:

Hurdles of the LEAPS Communication Model

a) Thoroughly applying the LEAPS Model can be time-intensive, especially in fast-paced environments where quick decisions are required.

b) Paraphrasing or summarising incorrectly can lead to misunderstandings if the speaker’s message is not accurately reflected.

c) While empathy is crucial, overemphasising it can often lead to a lack of objectivity, particularly in professional settings.

d) Some individuals may resist adopting the LEAPS Model, especially if they are accustomed to more direct or less interactive forms of communication.

Conclusion

Incorporating the LEAPS Model of Communication into your daily interactions can transform the way you connect with others. By mastering Listening, Empathy, Articulation, Persuasion, and Stewardship, you can foster stronger relationships and navigate conversations with ease. So, start applying the LEAPS Model and experience the difference!

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Frequently Asked Questions

The LEAPS Model enhances communication by promoting active listening, empathy, and clarity. It ensures mutual understanding, fosters stronger relationships, and aids in conflict resolution, making interactions more effective and meaningful.

No single conflict style suits every situation. The best approach depends on the context, but a collaborative style often yields the most balanced and mutually beneficial outcomes.

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However good you think your listening skills are, the only person who can tell you if you have understood correctly or not is the speaker. Therefore, as an extension of good listening skills, you need to develop the ability to reflect words and feelings and to clarify that you have understood them correctly.

It is often important that you and the speaker agree that what you understand is a true representation of what was meant to be said.

As well as understanding and reflecting the verbal messages of the speaker it is important to try to understand the emotions - this page explains how to use reflection effectively to help you build greater understanding of not only what is being said but the content, feeling and meaning of messages.

What is Reflecting?

Reflecting is the process of paraphrasing and restating both the feelings and words of the speaker. The purposes of reflecting are:

To allow the speaker to 'hear' their own thoughts and to focus on what they say and feel.
To show the speaker that you are trying to perceive the world as they see it and that you are doing your best to understand their messages.
To encourage them to continue talking.

Reflecting does not involve you asking questions, introducing a new topic or leading the conversation in another direction. Speakers are helped through reflecting as it not only allows them to feel understood, but it also gives them the opportunity to focus their ideas. This in turn helps them to direct their thoughts and further encourages them to continue speaking.

Two Main Techniques of Reflecting:

Mirroring is a simple form of reflecting and involves repeating almost exactly what the speaker says.

Mirroring should be short and simple. It is usually enough to just repeat key words or the last few words spoken. This shows you are trying to understand the speakers terms of reference and acts as a prompt for him or her to continue. Be aware not to over mirror as this can become irritating and therefore a distraction from the message.

Paraphrasing

Paraphrasing involves using other words to reflect what the speaker has said. Paraphrasing shows not only that you are listening, but that you are attempting to understand what the speaker is saying.

It is often the case that people 'hear what they expect to hear' due to assumptions, stereotyping or prejudices. When paraphrasing, it is of utmost importance that you do not introduce your own ideas or question the speakers thoughts, feelings or actions. Your responses should be non-directive and non-judgemental.

It is very difficult to resist the temptation to ask questions and when this technique is first used, reflecting can seem very stilted and unnatural. You need to practice this skill in order to feel comfortable.

Reflecting Content, Feeling and Meaning

The most immediate part of a speaker's message is the content, in other words those aspects dealing with information, actions, events and experience, as verbalised by them.

Reflecting content helps to give focus to the situation but, at the same time, it is also essential to reflect the feelings and emotions expressed in order to more fully understand the message.

This helps the speaker to own and accept their own feelings, for quite often a speaker may talk about them as though they belong to someone else, for example using “you feel guilty” rather than “I feel guilty.”

A skilled listener will be able to reflect a speaker's feelings from body cues (non-verbal) as well as verbal messages. It is sometimes not appropriate to ask such direct questions as “How does that make you feel?” Strong emotions such as love and hate are easy to identify, whereas feelings such as affection, guilt and confusion are much more subtle. The listener must have the ability to identify such feelings both from the words and the non-verbal cues, for example body language, tone of voice, etc.

As well as considering which emotions the speaker is feeling, the listener needs to reflect the degree of intensity of these emotions. For example:

	Intensity	Emotion
“You feel	a little bit	sad/angry?”
“You feel	quite	helpless/depressed?”
“You feel	very	stressed?”
“You feel	extremely	embarrassed?”

Reflecting needs to combine content and feeling to truly reflect the meaning of what the speaker has said. For example:

“ I just don't understand my boss. One minute he says one thing and the next minute he says the opposite. ”

“ You feel very confused by him? ”

Reflecting meaning allows the listener to reflect the speaker's experiences and emotional response to those experiences. It links the content and feeling components of what the speaker has said.

You may also be interested in our pages: What is Empathy? and Understanding Others .

Guidelines for Reflecting

Be natural.
Listen for the basic message - consider the content, feeling and meaning expressed by the speaker.
Restate what you have been told in simple terms.
When restating, look for non-verbal as well as verbal cues that confirm or deny the accuracy of your paraphrasing. (Note that some speakers may pretend you have got it right because they feel unable to assert themselves and disagree with you.)
Do not question the speaker unnecessarily.
Do not add to the speaker's meaning.
Do not take the speaker's topic in a new direction.
Always be non-directive and non-judgemental.

Advanced Communication Skills - The Skills You Need Guide to Interpersonal Skills

Paraphrasing and summarising: Two weapons of solid communication

Mastering the two skills will result in fruitful conversations at workplaces.

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Bhavna Dalal [[www.bhavnadalal.com](http://www.bhavnadalal.com/)] is the Founder and CEO of Talent Power Partners a Leadership Development company based in Bangalore, India. She is an Executive Master Coach [ICF MCC Certified] with an MBA from IIM Calcutta and has a B.E. in Electronics. She has authored the books Checkmate Office Politics and Team Decision Making endorsed by the likes of Marshal Goldsmith and Dr. Jadgish Seth among many other business leaders. Bhavna has been serving on several compliance commitees and is the Vice President on the Board of Directors of Bodhi Education Society (A not-for-profit that supports schools in rural Andhra Pradesh).

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Paraphrasing and summarising are powerful yet simple means to enable effective purposeful conversations in the workplace.

The dictionary definition of paraphrase is: par•a•phrase verb Express the meaning of (the writer or speaker or something written or spoken) using different words, especially to achieve greater clarity. noun A rewording of something written or spoken by someone else.

Paraphrasing is a solid means of truly and completely attempting to understand what the person communicating with you is really trying to say.

This may be the single-most critical factor that will facilitate fruitful conversations especially in flatter organisation structures. If roles are going to be defined more and more by responsibility and not by position, it is important that all parties involved have a common understanding of what they are dealing with. If the responsibility and ownership lies with you to get a job done, learning and practising this skill will make your job and communications a lot easier.

Paraphrasing greatly enhances the impact of the conversation.

Organisations need to encourage more and more people to close important conversations in meetings and one on ones by paraphrasing and summarisation. Paraphrasing and summarising are tied together. In order to summarise, we need to paraphrase in our own words.

There are several benefits to paraphrasing at the close of a conversation. It forces you to reflect on what just happened. This leads to deeper introspection and retrospection, hence getting a better understanding of the issue or situation at hand.

This skill very often does not come naturally to us. However, like any other skill, it can be learnt and practised.

Tips on how to paraphrase when communicating ❖ The focus of the paraphrase should be on what the speaker implied, not on what you wanted them to imply. For example, a better way to say, “I think what you mean to say is ...” is replacing it with, “If I am hearing you right, you mean that…?” ❖ In the paraphrase, try to use some of the words that the other person has used. Very often, the meaning of commonly used words has different interpretation for different people. By choosing the words used by the person speaking and coming to a clear common understanding is one of the primary goals of paraphrasing. ❖ You will need to listen to the person speaking actively if you will be paraphrasing what they are saying. This means paying attention to their body language, their expressions and their emotions in addition to their words. ❖ Put the ownership of the paraphrase on yourself, for example, “If I am hearing you right…?” or “If I understand you correctly…?” This makes the other person not as defensive, and hence more open to the conversation. ❖ Phrasing the paraphrase as a question is also a helpful technique, “You are saying that…?”, so that the speaker has the responsibility and opportunity to clarify their original comments in response to your question. ❖ Put the focus of the paraphrase on the other person, for example, if the person said, “I don’t have enough time to do what I want,” then don’t paraphrase, “We all don't have enough time, right?” ❖ Try not to evaluate or judge the other person’s comments. For example, not a good idea to say, “Do you really think that is true?” or “I think it is unfair to make that comment.” ❖ You could use a paraphrase to validate your impression of the other person's comments. For example, it would be okay to name their feelings by saying, “You seemed frustrated on hearing…?” ❖ As much as possible, attempt to keep the paraphrase shorter than the original comments made. ❖ If the other person responds to your paraphrase that you still don’t understand them, give them a few more chances to restate their position.

Summarising is a very important skill for effective communication and is usually followed by paraphrasing. A summary is a concise overview of the most important points from a communication. It could be from a conversation, document or presentation. A well-spoken summary can verify that people understand each other. It can make communications more efficient and ensure that the gist of the communication is captured by all involved. This skill too can be acquired.

Tips on how to summarise effectively ❖ When listening to someone, look for what exactly they are trying to say underneath the words. ❖ Look for any one major point that comes from the communication. ❖ This about what the person is trying to accomplish in the communication? ❖ Try to organise the main and supporting ideas in your head. ❖ Do not introduce any new main points into the summary. If you do, make it clear that you’re adding them. ❖ The summary must always be shorter than the original communication.

Combining the skills of paraphrasing and summarising will allow you to save time and make great impressions in a workplace, where effective communication is greatly valued.

The thoughts and opinions shared here are of the author.

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3 Benefits of Paraphrasing: The Skill for Learning, Writing and Communicating

Paraphrasing is the underrated skill of reinstating, clarifying or condensing the ideas of another in your own words. By paraphrasing, you can curate credible and well-developed documents, and arguments. But there’s more to paraphrasing than the final result, the process of paraphrasing engages your ability to learn actively, write well, and communicate creatively.

Paraphrasing allows you to share another’s ideas in your own words. This powerful technique is useful in both written and verbal communication, and acts as a tool for conveying information effectively. Paraphrasing is an underrated skill that is beneficial to a variety of individuals from students and writers to employees and business owners. In any setting, sharing information well is the key to good quality work and results. The process of paraphrasing itself also has a number of benefits, making you a better learner, writer and communicator.

Paraphrasing: The Active Learning Strategy

Paraphrasing requires you to think about the information you want to convey. You need to understand the meaning in order to reword and restructure the idea, and share it effectively. The process of paraphrasing encourages you to get to the core message, and improves your understanding of the material. In this way, you are actively engaging with the material . Instead of passively reading, you are breaking down the ideas and concepts. Rather than slotting information into your writing, you’re reworking and tailoring it to your needs and your audience.

Paraphrasing can improve your memory by encouraging you to engage with the information. The 5-step approach to paraphrasing suggests writing your first paraphrase without looking at the original material. This engages your ability to actively recall information from memory, and think of new ways to write it out, rather than simply trying to memorise what you read word for word. After your first draft, you’ll revisit the original material to check if your work conveys the same meaning, this part of the process can further strengthen memory. You’re again revisiting the material in a way that is active and assessing your understanding. Likewise, the practice of paraphrasing improves your ability to convey information, ensuring that it is well-written and tailored to your audience.

This learning method is particularly useful for exams. You’ll learn the material well, developing a deep understanding and continue to refine this as you paraphrase the information. You’ll also be practising your ability to share this information in a way that is well-written, avoids plagiarism and engages your audience. This means, you’ll be able to easily add these ideas into your assignments or exams, having already taken the time to understand the ideas deeply and even practised sharing this information. You’ll be able to show the depth of your learning through paraphrasing, proving you understand the bigger picture and the finer details.

Paraphrasing: The Technique for Improving Writing Ability

Once you’ve understood the concept well, the process of paraphrasing can improve your writing ability in a variety of ways. You’ll improve your vocabulary by making use of synonyms and identifying key words. You might also switch between word categories, using a noun instead of a verb or changing adjectives into adverbs. Overtime, this will make you a better writer. Paraphrasing is more than changing a few words and can involve switching between the active or passive voice, this can improve your ability to distinguish between the two. Effective paraphrasing also involves playing around with sentence structure, you might utilise shorter or longer sentences to convey the idea at hand.

These benefits can still be found even when using paraphrasing tools . You’ll still have to test your understanding by assessing the paraphrase the tool produced. Likewise, you’ll be exposed to new ways of writing things, new words, sentence structures, and organisation. You’ll learn how to pick out the paraphrasing styles that do or don’t work for your writing. Beyond the more technical aspects of writing, paraphrasing can also teach you how to communicate more clearly. You might rearrange the information to emphasise a particular point, or simplify the language to make it accessible to your audience. This improves your ability to clarify the ideas of the original material, and make ideas that might be overly complex, easier to digest.

Paraphrasing: The Skill for Better Communication

Finally, paraphrasing can make you a better and more creative communicator. By engaging in the process of paraphrasing, you’re developing your ability to share one idea in a variety of ways. For this to be engaging, you have to get creative. You might play around with the tone, switching between formal, informal, casual, or persuasive. Imagine a business launching a new product, communicating the idea to various internal teams, and customers, each would require a different approach and yet the meaning behind the information would remain the same.

You might ask questions such as, how can I tailor this information to my audience? How can I bring this aspect of the idea to life? This highlights how paraphrasing can really exercise your ability to communicate creatively. Similarly, paraphrasing can teach you how to share ideas in your own personal way. Whether you’re sharing an idea with a friend, or on social media, you’ll find you can share information in your own personal style while still retaining the original meaning. This can make ideas more accessible and relatable to those in your circle. Additionally, this can prove to be a useful skill in your career, studies or creative endeavours.

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Writing Lab

Paraphrasing.

What is Paraphrasing?
Tips for Paraphrasing
Well-Written Paraphrase

Academic writing often requires students to integrate information found in source material. There are various ways to do this: quotations, summaries, or paraphrases.

Paraphrasing is:

A detailed restatement of a source's main ideas in your own words.
Not your opinions or interpretations of those ideas.

When incorporating a paraphrase into your writing, you must provide a citation, just as you would for a direct quotation. Even though you are writing in your own words, you are paraphrasing someone else's ideas. The ideas are not your own.

Next: Tips for Paraphrasing >>
Last Updated: Jun 14, 2024 9:43 AM
URL: https://guides.rasmussen.edu/paraphrasing

Paraphrasing - an overview

Paraphrasing is ..., what are the differences between quoting, paraphrasing & summarising .

Why Paraphrase?
Paraphrasing versus Plagiarism
The Do's and Don'ts of Paraphrasing
Paraphrasing - examples
Further Information

Paraphrasing is 'a restating of someone else’s thoughts or ideas in your own words. You must always cite your source when paraphrasing’ (Pears & Shields, 2019 p. 245).

(Solas English, 2017)

Quoting means using someone else’s exact words and putting them in quotation marks..
Paraphrasing means expressing someone else’s ideas in your own voice, while keeping the same essential meaning.
Summarising means taking a long passage of text from someone else and condensing the main ideas in your own words.

Watch the video below for more information.

(UNC Writing Center, 2019)

Next: Why Paraphrase? >>
Last Updated: Apr 10, 2024 3:42 PM
URL: https://lit.libguides.com/paraphrasing

The Library, Technological University of the Shannon: Midwest

IMAGES

Simple paraphrasing process between users in ITM communication model
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paraphrasing in communication examples
paraphrasing in communication examples
paraphrasing in communication examples
Paraphrasing in Therapeutic Communication

VIDEO

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Active Istening In communication skills

COMMENTS

Paraphrasing for Effective Communication
Unfortunately, paraphrasing is a word that gets used and misused a lot. It's frequently misused because people don't understand exactly what it is. The idea behind paraphrasing paraphrasing is that you give back what you you think the other person meant by what they said.
Matt Abrahams: The Power of the Paraphrase
Paraphrasing has the power to help you connect with your audience, manage emotions, and steer the conversation. And once you begin to use the technique, you will realize it has the power to help you not only in presentations and meetings, but in virtually any interpersonal conversation. Career & Success. Share this.
The Power of Communication: The Principle of Paraphrasing
The Essential Elements of Paraphrasing Are: Condensed. A good paraphrase is accurate. When people begin using this technique, they tend to be too wordy. A paraphrase should be shorter than the speaker's statement. Only the essentials. An effective paraphrase reflects only the essentials of the speaker's message.
50 Top Paraphrasing In Communication Skills (2023)
Paraphrasing is a must-have communication skill—it's like the secret sauce to understanding and connecting with others. Picture this: you're having a conversation with someone, and they're pouring their heart out, sharing their thoughts and feelings. Now, paraphrasing comes into play—you listen intently, make eye contact, and avoid any distractions. Understanding the main ideas is key, so ...
Mastering Communication: Paraphrasing and Summarizing Skills
Organize the main ideas, either just in your mind or written down. Write a summary that lists and organizes the main ideas, along with the major point of the communicator. The summary should always be shorter than the original communication. Does not introduce any new main points into the summary - if you do, make it clear that you're ...
Mastering Paraphrasing: Definition, Examples & More
Learning how to paraphrase effectively will help you navigate the workplace in a more confident way. It takes practice, so you will want to try with a few examples. If you would like guidance from one of our communication experts, get in touch or join a free webinar. Paraphrasing tool. You can also paraphrase a fragment by using a paraphrase ...
What is Paraphrasing? An Overview With Examples
Example 6. Original: "Regular exercise is crucial for maintaining optimal physical health and preventing various health issues.". Paraphrased: "Exercising regularly is important for keeping your body healthy and avoiding health problems.". In these examples, you can observe the use of different wording, sentence structure, and synonyms ...
What Is Paraphrasing and Why Do We Do It?
Paraphrasing is a powerful way to further understand a subject or idea for both the writer and reader or speaker and listener. Active listening and understanding are key components of efficient communication. Using this skill alleviates misunderstandings and prevents conflict.
Paraphrasing and Summarizing
In contrast, a summary is a brief overview of an entire discussion or argument. You might summarize a whole research paper or conversation in a single paragraph, for example, or with a series of bullet points, using your own words and style. People often summarize when the original material is long, or to emphasize key facts or points.
Paraphrasing
Paraphrasing is a listening skill that helps you demonstrate understanding of a message. Utilizing paraphrasing in everyday conversation can greatly help prevent miscommunications with others. We already do this on a day to day basis. For this lesson, we are going to go a bit deeper, and discuss 3 types of paraphrases - Content, Intent, and Tone.
The Importance of Paraphrasing: What Are The Benefits?
Paraphrasing helps you acquire the capacity to evaluate and prioritize information, which is useful in education or professional life. ️ Improves Writing and Research Skills. 🎓 Encourages Academic Integrity. One of the most obvious benefits of paraphrasing is that it improves your writing and research skills.
LEAPS Model of Communication for Effective Interactions
LEAPS Model of Communication in Personal Settings The LEAPS Model is equally applicable in personal relationships, where effective communication is the foundation of strong bonds: a) Family Conversations : Whether resolving a disagreement or simply sharing daily experiences, the model helps create a supportive and understanding environment.
How to Paraphrase and Summarize Work
Used correctly, summarizing and paraphrasing can save time, increase understanding, and give authority and credibility to your work. Both tools are useful when the precise wording of the original communication is less important than its overall meaning. How to Paraphrase Text. To paraphrase text, follow these four steps: 1. Read and Make Notes
Reflecting
Reflecting is the process of paraphrasing and restating both the feelings and words of the speaker. The purposes of reflecting are: To allow the speaker to 'hear' their own thoughts and to focus on what they say and feel. To show the speaker that you are trying to perceive the world as they see it and that you are doing your best to understand ...
Paraphrasing and summarising: Two weapons of solid communication
The dictionary definition of paraphrase is: par•a•phrase. verb. Express the meaning of (the writer or speaker or something written or spoken) using different words, especially to achieve ...
3 Benefits of Paraphrasing: The Skill for Learning, Writing and
Paraphrasing allows you to share another's ideas in your own words. This powerful technique is useful in both written and verbal communication, and acts as a tool for conveying information effectively. Paraphrasing is an underrated skill that is beneficial to a variety of individuals from students and writers to employees and business owners ...
B250B Module 2 Exam (Communicating Effectively) Flashcards
Confident, controlled, clear. Which listening level indicates true active listening where the listener uses paraphrasing to display understanding? Level 5, This is what I hear you saying. Which listening level is displayed when a person is mentally preparing a counter argument before the speaker has stopped talking?
PDF Writing Center & Quoting, Paraphrasing, and Simone A. Fried, TF
LabSimone A. Fried, TF Spring 2021Quoting, Paraphrasing, and Summarizing SourcesThe three most common te. iques for writing with evidence are direct quotes, summarizing, and paraphrasing. Direct qu. tes are probably what most people think of first as a way to use academic evidence. In the U. . we often teach children to support an argument by ...
What is Paraphrasing?
Paraphrasing is: A detailed restatement of a source's main ideas in your own words. Not your opinions or interpretations of those ideas. When incorporating a paraphrase into your writing, you must provide a citation, just as you would for a direct quotation. Even though you are writing in your own words, you are paraphrasing someone else's ...
What is Paraphrasing?
Paraphrasing means 'to state something written or spoken in different words, especially in a shorter and simpler form to make the meaning clearer' (Cambridge Online Dictionary, 2022). Paraphrasing is 'a restating of someone else's thoughts or ideas in your own words. You must always cite your source when paraphrasing' (Pears & Shields ...
HR Competencies
Study with Quizlet and memorize flashcards containing terms like What purpose does paraphrasing serve in the communication model? Answers It provides context to help the receiver understand the message. It serves as a feedback loop. It indicates that the listener is paying attention. It indicates the receiver's response to the message., What is a valuable insight that can be gained from ...

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50 Top Paraphrasing In Communication Skills (2023)

Active Listening and Understanding

2. Understand the main ideas

3. Listen actively and reflectively

4. Pay attention to nonverbal cues

5. Verify understanding with the speaker

6. Avoid interrupting while paraphrasing

7. Use "I" statements when paraphrasing

8. Restate information using synonyms

9. Break down ideas into digestible chunks

10. Highlight main takeaways

11. Change sentence structures

12. Use a thesaurus to find substitutes

13. Paraphrase complex ideas clearly

14. Use appropriate sentence stems

15. Be concise and to the point

16. Restate information with precision

17. Paraphrase complex language into simpler terms

18. Utilize owned language

19. Ask perception checking questions

20. Be empathetic in your paraphrasing

21. Paraphrase to build rapport

22. Use paraphrasing to confirm understanding

23. Be respectful in your paraphrases

24. Paraphrase to encourage dialogue

25. Use paraphrasing to demonstrate empathy

26. Paraphrase to show active engagement

27. Use paraphrasing to build trust

28. Avoid word-for-word repetition

29. Avoid inserting personal opinions

30. Stay objective in your paraphrases

31. Avoid misinterpretation

32. Avoid making assumptions

33. Avoid altering the speaker's meaning

34. Avoid paraphrasing in a condescending manner

35. Avoid rushing through paraphrasing

36. Paraphrase to enhance clarity

37. Use paraphrasing to clarify ambiguity

38. Adapt your paraphrasing to the audience

39. Paraphrase to confirm accuracy

40. Paraphrase to foster open communication

41. Pay attention to context and tone

42. Paraphrase to create a supportive environment

43. Use paraphrasing to clarify misunderstandings

44. Be mindful of cultural differences

45. Practice paraphrasing regularly

46. Practice paraphrasing with different topics

47. Use paraphrasing to facilitate problem-solving

48. Use paraphrasing to encourage further discussion

49. Paraphrase to help coach your employees

50. Always acknowledge the original source

21 Expert Tips For Effective Communication With Difficult People

Preparing Yourself

2. Prepare Mentally

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