paraphrasing communication technique

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
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Team Building
LinkedIn Discussion Group about “Coaching for Everyone”

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

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How To Paraphrase For Effective Communication

Paraphrasing For Effective Communication

Today we're going to talk about paraphrasing.

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.

It's not simply repeating the words back. That's parroting and of absolutely no value in a high impact conversation.

Here's an example:

If I say to you, "I'm really worried about the way boss is mismanaging the budget."

You don't want to just repeat back to me, "so what you're telling me is you're really worried about the boss and the way he's mismanaging the budget?"

You want to say something like, "So, if I understand you correctly, you're very concerned about the boss and what he's doing and how it might affect you in the future."

This is what you think they meant by what they said, not just repeating back their words.

The other person will say yes or no, and they'll verify whether you got it right or not. Here's a quick overview of the communication cycle.

We think in ideas, not words so communication starts with the idea one person wants to transmit to another person.

In order to communicate the idea to someone else, it has to be encoded in words, colors, body language, or some other medium

Next it is transmitted to the other person and they decode it to extract the idea.

The last little piece is the feedback loop where the listener paraphrases to verify that they have decoded and received the idea as the sender intended.

So from now on, don't just repeat back what they say. Especially if it is an important conversation.

Any parrot can do that

Be sure to tell the other person what you think they meant by what they said. That's paraphrasing. Start using it today and as soon as you use it, drop me a comment to let me know.

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How to Paraphrase | Step-by-Step Guide & Examples

How to Paraphrase | Step-by-Step Guide & Examples

Published on April 8, 2022 by Courtney Gahan and Jack Caulfield. Revised on June 1, 2023.

Paraphrasing means putting someone else’s ideas into your own words. Paraphrasing a source involves changing the wording while preserving the original meaning.

Paraphrasing is an alternative to quoting (copying someone’s exact words and putting them in quotation marks ). In academic writing, it’s usually better to integrate sources by paraphrasing instead of quoting. It shows that you have understood the source, reads more smoothly, and keeps your own voice front and center.

Every time you paraphrase, it’s important to cite the source . Also take care not to use wording that is too similar to the original. Otherwise, you could be at risk of committing plagiarism .

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How to paraphrase in five easy steps, how to paraphrase correctly, examples of paraphrasing, how to cite a paraphrase, paraphrasing vs. quoting, paraphrasing vs. summarizing, avoiding plagiarism when you paraphrase, other interesting articles, frequently asked questions about paraphrasing.

If you’re struggling to get to grips with the process of paraphrasing, check out our easy step-by-step guide in the video below.

Prevent plagiarism. Run a free check.

Putting an idea into your own words can be easier said than done. Let’s say you want to paraphrase the text below, about population decline in a particular species of sea snails.

Incorrect paraphrasing

You might make a first attempt to paraphrase it by swapping out a few words for synonyms .

Like other sea creatures inhabiting the vicinity of highly populated coasts, horse conchs have lost substantial territory to advancement and contamination , including preferred breeding grounds along mud flats and seagrass beds. Their Gulf home is also heating up due to global warming , which scientists think further puts pressure on the creatures , predicated upon the harmful effects extra warmth has on other large mollusks (Barnett, 2022).

This attempt at paraphrasing doesn’t change the sentence structure or order of information, only some of the word choices. And the synonyms chosen are poor:

“Advancement and contamination” doesn’t really convey the same meaning as “development and pollution.”
Sometimes the changes make the tone less academic: “home” for “habitat” and “sea creatures” for “marine animals.”
Adding phrases like “inhabiting the vicinity of” and “puts pressure on” makes the text needlessly long-winded.
Global warming is related to climate change, but they don’t mean exactly the same thing.

Because of this, the text reads awkwardly, is longer than it needs to be, and remains too close to the original phrasing. This means you risk being accused of plagiarism .

Correct paraphrasing

Let’s look at a more effective way of paraphrasing the same text.

Here, we’ve:

Only included the information that’s relevant to our argument (note that the paraphrase is shorter than the original)
Introduced the information with the signal phrase “Scientists believe that …”
Retained key terms like “development and pollution,” since changing them could alter the meaning
Structured sentences in our own way instead of copying the structure of the original
Started from a different point, presenting information in a different order

Because of this, we’re able to clearly convey the relevant information from the source without sticking too close to the original phrasing.

Explore the tabs below to see examples of paraphrasing in action.

Journal article
Newspaper article
Magazine article

Once you have your perfectly paraphrased text, you need to ensure you credit the original author. You’ll always paraphrase sources in the same way, but you’ll have to use a different type of in-text citation depending on what citation style you follow.

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It’s a good idea to paraphrase instead of quoting in most cases because:

Paraphrasing shows that you fully understand the meaning of a text
Your own voice remains dominant throughout your paper
Quotes reduce the readability of your text

But that doesn’t mean you should never quote. Quotes are appropriate when:

Giving a precise definition
Saying something about the author’s language or style (e.g., in a literary analysis paper)
Providing evidence in support of an argument
Critiquing or analyzing a specific claim

A paraphrase puts a specific passage into your own words. It’s typically a similar length to the original text, or slightly shorter.

When you boil a longer piece of writing down to the key points, so that the result is a lot shorter than the original, this is called summarizing .

Paraphrasing and quoting are important tools for presenting specific information from sources. But if the information you want to include is more general (e.g., the overarching argument of a whole article), summarizing is more appropriate.

When paraphrasing, you have to be careful to avoid accidental plagiarism .

This can happen if the paraphrase is too similar to the original quote, with phrases or whole sentences that are identical (and should therefore be in quotation marks). It can also happen if you fail to properly cite the source.

Paraphrasing tools are widely used by students, and can be especially useful for non-native speakers who may find academic writing particularly challenging. While these can be helpful for a bit of extra inspiration, use these tools sparingly, keeping academic integrity in mind.

To make sure you’ve properly paraphrased and cited all your sources, you could elect to run a plagiarism check before submitting your paper. And of course, always be sure to read your source material yourself and take the first stab at paraphrasing on your own.

If you want to know more about ChatGPT, AI tools , citation , and plagiarism , make sure to check out some of our other articles with explanations and examples.

ChatGPT vs human editor
ChatGPT citations
Is ChatGPT trustworthy?
Using ChatGPT for your studies
What is ChatGPT?
Chicago style
Critical thinking

Plagiarism

Types of plagiarism
Self-plagiarism
Avoiding plagiarism
Academic integrity
Consequences of plagiarism
Common knowledge

To paraphrase effectively, don’t just take the original sentence and swap out some of the words for synonyms. Instead, try:

Reformulating the sentence (e.g., change active to passive , or start from a different point)
Combining information from multiple sentences into one
Leaving out information from the original that isn’t relevant to your point
Using synonyms where they don’t distort the meaning

The main point is to ensure you don’t just copy the structure of the original text, but instead reformulate the idea in your own words.

Paraphrasing without crediting the original author is a form of plagiarism , because you’re presenting someone else’s ideas as if they were your own.

However, paraphrasing is not plagiarism if you correctly cite the source . This means including an in-text citation and a full reference, formatted according to your required citation style .

As well as citing, make sure that any paraphrased text is completely rewritten in your own words.

Plagiarism means using someone else’s words or ideas and passing them off as your own. Paraphrasing means putting someone else’s ideas in your own words.

So when does paraphrasing count as plagiarism?

Paraphrasing is plagiarism if you don’t properly credit the original author.
Paraphrasing is plagiarism if your text is too close to the original wording (even if you cite the source). If you directly copy a sentence or phrase, you should quote it instead.
Paraphrasing is not plagiarism if you put the author’s ideas completely in your own words and properly cite the source .

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To present information from other sources in academic writing , it’s best to paraphrase in most cases. This shows that you’ve understood the ideas you’re discussing and incorporates them into your text smoothly.

It’s appropriate to quote when:

Changing the phrasing would distort the meaning of the original text
You want to discuss the author’s language choices (e.g., in literary analysis )
You’re presenting a precise definition
You’re looking in depth at a specific claim

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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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Library Catalogue

Techniques for Paraphrasing

When you write a paraphrase, you restate other’s ideas in your own words. That is, you write the meaning of the author’s ideas. You use some of the author’s key terms, but you use many of your own words and sentence structures. You include in-text citation, including the author’s last name and (for APA style) the year of publication.

An effective paraphrase includes more than one of the following techniques. If you use only one of these techniques when paraphrasing, you have not paraphrased effectively.

Change a word from one part of speech to another

Original: Medical professor John Swanson says that global changes are influencing the spread of disease.

Paraphrase: According to John Swanson, a professor of medicine, changes across the globe are causing diseases to spread (James, 2004).

Use synonyms

Original: The U.S. government declared that the AIDS crisis poses a national security threat. The announcement followed an intelligence report that found high rates of HIV infection could lead to widespread political destabilization.

Paraphrase: The government of the United States announced that AIDS could harm the nation's security. The government warned the population after an important governmental study concluded that political problems could result from large numbers of people infected with HIV (Snell, 2005).

Change numbers and percentages to different forms

Original: Minority groups in the United States have been hit hardest by the epidemic. African Americans, who make up 13 percent of the U.S. population, accounted for 46 percent of the AIDS cases diagnosed in 1998.

Paraphrase: The AIDS epidemic has mostly affected minorities in the United States. For example, in 1998, less than 15 percent of the total population was African, but almost half of the people diagnosed with AIDS in the United States that year were African America (Jenson, 2000).

Change word order: this might include changing from active to passive voice or moving modifiers to different positions.

Original: Angier (2001) reported that malaria kills more than one million people annually, the overwhelming majority of them children in sub-Saharan Africa.

Paraphrase: Every year, more than a million people are killed by malaria, and most of the victims are children who live in sub-Saharan Africa (Angier, 2001).

5. Use different definition structures

Original: Lyme disease is an inflammatory disease caused by a bacterium transmitted by ticks (small bloodsucking arachnids that attach themselves to larger animals). The disease is usually characterized by a rash followed by flu-like symptoms, including fever, joint pain, and headache.

Paraphrase: Lyme disease-a disease that causes swelling and redness-is caused by a bacterium carried by a small arachnid known as a tick. The ticks attach to and suck the blood of animals and humans, transferring some of the Lyme disease bacteria into their hosts and causing symptoms similar to the flu (Wald, 2005).

6. Use different attribution signals

Original: “That’s because there are so many different ways the diseases could have arrived,” veterinarian Mark Walters declared in his recent book, Six Modern Plagues.

Paraphrase: According to Mark Walters, a veterinarian who wrote Six Modern Plagues, the disease could have arrived in numerous ways (Peterson, 2004).

7. Change the sentence structure and use different connecting words

Original: Although only about one-tenth of the world’s population lives there, sub-Saharan Africa remains the hardest hit region, accounting for 72 percent of the people infected with HIV during 2000.

Paraphrase: Approximately 10 percent of the world’s population resides in sub-Saharan Africa. However, this area of the world has the highest percentage of AIDS-related illnesses. In fact, in 2000, almost three-fourths of the population had the HIV virus (Bunting, 2004).

Caution: When paraphrasing, do not change key terms or proper nouns.

Original: In the northeastern United States, people are building homes on the edge of woods, where ticks that carry Lyme disease hitch rides on deer. In addition, in Africa, hunters bring back the meat of animals that scientists think may transmit Ebola, a usually fatal disease that causes massive hemorrhaging in its victims.

Paraphrase: In the United States, residential areas are being built near wooded areas in the northeast. These areas are also the homes of ticks carrying Lyme disease. Also, according to scientists, hunters in Africa kill animals that may carry the Ebola virus (an often fatal virus that causes massive hemorrhaging) (Yaya, 2004).

Schuemann, C., Bryd, P., & Reid, J. (2006). College Writing 4 (1st ed.). USA: Heinle/ELT. Reproduced by permission .

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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Article • 12 min read

How to Paraphrase and Summarize Work

Summing up key ideas in your own words.

By the Mind Tools Content Team

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.

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.

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?

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

3. Put the Text into Your Own Words

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

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…?

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 judgments 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 three.

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.

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

4. Write Your Summary

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.

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

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.

Permission and Citations

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.)

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.

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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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Paraphrasing in Therapeutic Communication

Unlock profound connections with Paraphrasing in Therapeutic Communication. This comprehensive guide delves into the art of rephrasing, empowering you with effective communication examples. Elevate your interactions with therapeutic finesse, understanding the pivotal role of paraphrasing in fostering genuine connections. Gain valuable insights and masterful techniques to enhance your therapeutic skills. Dive into a world where words create bridges, not barriers. Communication examples illuminate the transformative power of paraphrasing in forging meaningful connections.

What is Paraphrasing in Therapeutic Communication?

Paraphrasing is a communication technique where a listener rephrases or rearticulates the speaker’s words. In therapeutic communication, this skill is employed to convey understanding, validate emotions, and promote a deeper connection. It involves capturing the essence of the speaker’s message while using one’s words, fostering trust, and facilitating meaningful dialogue. By mastering this technique, practitioners enhance empathy, ensuring clients feel heard and valued in the therapeutic process.

20 Paraphrasing in Therapeutic Communication Examples

Paraphrasing in therapeutic communication involves skillfully rephrasing a speaker’s words to convey empathy and understanding. This technique fosters a deeper connection and validates the speaker’s feelings, contributing to a supportive therapeutic environment.

Client’s Anxiety: “You seem anxious about the upcoming session. Let’s explore your concerns together.”
Child’s Frustration: “It looks like you’re frustrated with homework. Tell me more about what’s challenging.”
Patient’s Grief: “Expressing sadness about the loss. I hear you. Share more about your feelings.”
Co-worker’s Stress: “Noticing stress at work. Can you elaborate on specific stressors you’re facing?”
Teenager’s Rebellion: “Rebelling against rules. Help me understand what you find restrictive.”
Friend’s Confusion: “Detecting confusion. Let’s clarify any points causing uncertainty in our discussion.”
Spouse’s Disappointment: “Your disappointment is apparent. Share more about what didn’t meet your expectations.”
Patient’s Joy: “Expressing joy after progress. Celebrate this achievement and share more about it.”
Client’s Ambivalence: “Mixed feelings detected. Let’s explore your conflicting thoughts and emotions.”
Colleague’s Success: “Noticing success in your project. Congrats! Share more about your key strategies.”
Child’s Fear: “Detecting fear during our activity. Let’s address and work through these fears together.”
Friend’s Isolation: “Your isolation is noticeable. Is there something you’d like to discuss or share?”
Employee’s Burnout: “Signs of burnout are evident. Let’s strategize ways to manage and alleviate stress.”
Teenager’s Hesitation: “Hesitation detected in your response. What reservations or concerns do you have?”
Patient’s Uncertainty: “Noticing uncertainty about treatment. Share your concerns and let’s address them.”
Sibling’s Resentment: “Your resentment is apparent. Let’s explore the roots and work towards resolution.”
Client’s Resistance: “Detecting resistance in our conversation. Can we discuss the source of discomfort?”
Co-worker’s Elation: “Elation detected in your demeanor. Share the positive news; I’m here to listen.”
Friend’s Guilt: “Detecting guilt in your expression. Let’s talk about what’s weighing on your conscience.”
Teenager’s Defiance: “Defiance observed. Help me understand the reasons behind your opposition.”

Paraphrasing in Therapeutic Communication Examples for Nursing Students

Paraphrasing in therapeutic communication is vital for nursing students to enhance patient interactions. It involves restating patients’ concerns in a supportive manner, promoting empathy and understanding within the healthcare context.

Patient’s Pain Disclosure: “You’re expressing discomfort. Can you share more about the type and intensity of the pain?”
Family’s Concerns: “Your family seems worried. What specific concerns do they have about the treatment plan?”
Patient’s Anxiety: “I sense anxiety. Help me understand the triggers so we can work towards a calming approach.”
Concerns about Medication: “You have reservations about medication. What aspects make you hesitant or uncertain?”
Patient’s Emotional Expression: “Your emotions are evident. Let’s explore what’s behind this emotional response.”

Paraphrasing in Therapeutic Communication Example for Patients

Patients benefit from paraphrasing in therapeutic communication as it ensures their feelings are accurately interpreted, fostering trust and collaboration with healthcare providers.

Acknowledging Fear: “I see fear in your expression. Can we discuss specific fears or concerns about the procedure?”
Understanding Discomfort: “You seem uncomfortable. Share more about the discomfort so we can address it effectively.”
Expressing Uncertainty: “Detecting uncertainty. What information or details would help clarify your understanding?”
Sharing Symptoms: “You’ve mentioned symptoms. Let’s delve deeper into each symptom for a comprehensive understanding.”
Concerns about Treatment: “Noticing concerns about the treatment plan. What aspects are causing hesitation or worry?”

Why Paraphrasing in Therapeutic Communication is Important for Healthcare?

Why Paraphrasing in Therapeutic Communication is Important for a Healthcare

Paraphrasing plays a crucial role in therapeutic communication within healthcare settings. Here’s why it’s paramount:

Enhances Understanding: Paraphrasing ensures healthcare providers accurately comprehend patients’ concerns, fostering better understanding.
Builds Trust: It establishes trust between healthcare professionals and patients by demonstrating active listening and empathy.
Promotes Patient-Centered Care: By paraphrasing, healthcare providers prioritize patients’ perspectives, contributing to more personalized and effective care.
Clarifies Information: Paraphrasing helps in clarifying medical information, ensuring patients grasp treatment plans, diagnoses, and instructions accurately.
Encourages Open Communication: Patients feel more encouraged to share their thoughts and emotions when healthcare providers paraphrase, promoting open dialogue.

What is the Technique for Paraphrasing in Therapeutic Communication?

Mastering the technique of paraphrasing in therapeutic communication involves specific strategies:

Active Listening: Engage in active listening to grasp the essence of what the patient is expressing.
Use Empathetic Language: Choose words that convey empathy, understanding, and validation.
Rephrase with Sensitivity: Paraphrase the patient’s statements with sensitivity, maintaining the emotional tone.
Seek Confirmation: After paraphrasing, seek confirmation from the patient to ensure accuracy and alignment with their feelings.
Avoid Distorted Interpretation: Be cautious not to distort the meaning of the patient’s message while paraphrasing, aiming for an accurate representation.
Adapt to Patient’s Communication Style: Tailor paraphrasing to align with the patient’s communication style and preferences.
Encourage Further Expression: Paraphrasing should invite patients to elaborate on their feelings or concerns, facilitating deeper communication.
Offer Validation: Conclude the paraphrase by validating the patient’s emotions or experiences, reinforcing a supportive therapeutic environment.

Tips for Effective Paraphrasing in Therapeutic Communications

Active Listening: Pay close attention to patients’ verbal and nonverbal cues to understand their message fully.
Use Open-Ended Questions: Encourage patients to share more details, allowing for a comprehensive paraphrasing response.
Reflect Emotions: Paraphrase not only the content but also the emotional tone, showing empathy and understanding.
Avoid Jargon: Use simple and clear language, avoiding medical jargon to ensure patients comprehend the paraphrased information.
Check for Accuracy: Confirm with patients if the paraphrased statement accurately reflects their thoughts and feelings.
Respectful Tone: Maintain a respectful and non-judgmental tone while paraphrasing to create a supportive environment.
Offer Validation: Acknowledge patients’ experiences and feelings through paraphrasing to make them feel heard and validated.

In conclusion, mastering the skill of paraphrasing is pivotal in therapeutic communication, especially within healthcare. This guide explored its significance, techniques, and real-life examples. By fostering understanding, trust, and patient-centered care, effective paraphrasing becomes a cornerstone for building meaningful connections between healthcare providers and patients, ultimately enhancing the overall healthcare experience.

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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:

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.

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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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Jan 31, 2021

How to Use Labeling, Mirroring & Paraphrasing to Engage, Influence & Negotiate

This is a continuation of the series of communication fundamentals, where I teach you basic communication techniques and strategies. If you use these strategies, you will shine with your communication, I promise you that.

So we started by discussing an awesome and super simple strategy, which is YES AND. By using Yes and , you are open in your communication and foster the creation of new ideas.

Then last time, we learned about questions . Questions are amazing. They are super flexible. You can use them in any situation. They are engaging, and they help you discover your partner's views. Questions are also crucial for active listening.

And today, we will talk about 3 other amazing tools for active listening and communication in general. These tools help us build empathy in our communication. And you know that empathy is key for charming communication. These empathy tools are paraphrasing, labeling, and mirroring. The reason these tools are so amazing is that they help you build instant rapport and trust. If you want another person to say 'yes' to your idea, you must first gain their trust. Once they trust you, you'll be far more influential.

When you use these techniques effectively, people will feel like you’re really listening to them. They will be nudged to talk about themselves.

So let’s start with paraphrasing . Paraphrasing allows you to get clarity and check your understanding. If you paraphrase something that's not along the lines of their message, hopefully, the speaker will communicate it again and give you a different example.

Paraphrasing can sound like this: What I’m hearing is…

So Paraphrasing is the first empathy technique that I want you to remember and use. Now let’s move to the next one.

Labeling - What is labeling?

Labeling is a verbal acknowledgment of the other side's feelings or positions.

Labeling always starts with the words

it sounds like or

it seems like

and finishes by naming your conversation partner's dominant feelings, interests, or perspective . Why is this technique so effective? Because it allows you to acknowledge other person's feelings or needs. Once they feel that their needs are acknowledged you will get them on your side, you will build trust and they will open to you. From there you can move to solutions and expand the conversation. Labeling can also be used to neutralize negative emotions or reinforce positive ones.

So remember, when you want to influence, use labeling and sentences: It seems like, it sounds like… Let me offer an example.

Let’s say, you created a proposal for a marketing campaign which you presented to your boss. Now you’re done presenting and your boss says: "So we will not advertise on print? Only social media?"

Now, because you’re a fantastic listener, you hear in his voice a concern so you label his feeling to discover more: "It seems like this is surprising to you."

And he says: "Yes, you know because in the past print was quite a successful channel for our campaigns."

Now you can label again, so you can say something like: "It sounds like print is an important channel to use."

And he might say: " I just want the campaign to be profitable."

Now, we are at the core of what’s in his mind and what are his wants.

You can reply something like: " We’ve done market research, and the campaign on social media offers higher impact for half of the cost of a print campaign."

So this way you addressed their concern of profitability. Also what you did is you acknowledged their feeling. This will make them feel like their concerns are resolved. Now you can go ahead and reframe your proposal. You can offer a new solution: "So what if we test it on this campaign and if we see that it doesn’t work, we can always include print too."

So now you suggested new options which they will accept.

In what situations is labeling a great strategy to use? Absolutely amazing is labeling when negotiating. Especially if you combine it with open questions and the yes and strategy to offer new ideas.

Let's see another example of labeling. Let's say you are pitching your consulting services to a potential business partner.

The partner says: "I don’t know, we are quite satisfied with our current provider. I don’t know if it’s the right time to be changing the provider now."

If you react immediately your reaction could be something like “Well our offer is much better than your current provider.”

Now, here this might be the end of your pitching because they might feel pressed and they might feel like you’re not really listening. So a better strategy would be to use our empathy techniques .

So as we did before, you need to first discover what their needs and wants are. So, you could ask an open-ended question , such as:

“What’s on your mind?”

To which they might respond:

“We have been with this provider for many years and we’re satisfied.”

Now you can use labeling.

“It seems that you are concerned about maintaining good relationships with them.”

Now they might respond: “Yes, they are a trusted vendor."

Now, you really discovered what their needs are. They need trust. So what this allows you to do is to address their need and reframe your offer, and you can reframe it using the What if question we spoke about last time.

“So what if you don’t end your current contract for the moment. Instead, we will provide you our services for 30 days for half the price so you can compare and decide. What are your thoughts on that?”

Now, that’s an offer they will not refuse. Because you show that they can trust you and that they have nothing to lose.

Now let’s talk about the third empathy-building technique. And that is mirroring . I love mirroring. Now when we talk about mirroring there two types. One is mirroring the words and the other is mirroring or matching the body language. Both are amazing ways to build rapport.

The body language mirroring includes matching posture, voice, speed of speech, physical gestures. Now, this needs to be subtle, they shouldn’t notice that you’re doing it. And actually this a natural thing when we have a rapport with someone matching mirroring is something we do unconsciously. But we can use it consciously to build that rapport if we don’t have it yet. So, if your gestures are more animated than your partner’s, you can calm down a little. If you’re speaking much more quickly than they are, you can decrease your pace. Then you can begin to subtly match physical posture and gestures and facial expressions like smiling.

So that’s body mirroring. We will definitely talk about body language in future episodes.

Now, mirroring as an empathy-building strategy in a conversation is simply repeating the last few words or critical words of your conversation partner's language. It's designed to show the person that you're listening and that you understand them. What it does is that they will feel nudged to explain more.

Mirroring is useful for positive and negative emotions. So let’s say they say I loved that musical . So you will repeat the last few words, saying You love it? Now, they will feel heard and they will continue and tell you more. But mirroring is also useful when you're confused or triggered. Basically, if you’re caught off guard and don’t know how to react, just repeat the last few words. And you will be charming, it works like magic.

So let’s say, your partner tells you: "You don’t recognize all the hard work I’ve been doing.”

To which you reply: "Hard work.”

They will continue and explain more. This technique puts people at ease, reduces tension, and makes the other person feel like someone is listening. People love to talk to someone who is paying attention to them.

Now I want to give you a conversation example combining these techniques. And this time it will be a normal conversation. We will open with an open-ended question, then we will be labeling and mirroring.

"What are you passionate about?"

"Oh, I’m passionate about yoga."

"What is it about Yoga that makes you passionate?"

"It helps me relax and also I get to meet my friends there."

"Meet your friends?"

"Yeah, we have a group of friends and we go to a yoga class every Wednesday and it’s so much fun."

"It sounds like you love meeting with your friends."

"Yeah you know we’re all so busy and our yoga class is a fantastic opportunity to meet and actually do something that feels good."

"Sounds like Yoga relaxes you."

"It does and I look forward to my yoga class the entire week."

"The entire week."

"Yeah, I go there every week and it’s really a highlight of my week."

All right so as you see I could continue like that endlessly. We could continue labeling with it sounds like and mirroring by repeating a few words. And every time we used one of these techniques we learned a little more. Now how did this person feel? They felt like you were listening and curious. That’s how you built empathy. And that’s what we are looking for here in all these techniques. Because let me repeat: People love to feel like someone is listening and they love to talk to someone who is paying attention to them.

So now you know charming communicator. Now you will be super effective in any negotiation, pitching and you will never run out of conversation ideas, thanks to labeling and mirroring.

And I would encourage you to train yourself in this skill until it becomes automatic for you. And to do that I have a short exercise for you.

I will make a statement and your task will be to react to that statement first using mirroring and then using labeling.

Let’s take an example:

"The new social media strategy is way over our budget."

- Mirroring: " Over budget."

- Labeling: "It sounds like staying on budget is important to you."

So now it's your turn.

"I’m looking forward to my summer vacation."

First mirror and then label.

So you probably mirrored by saying something like “Summer vacation” and labeled by saying: "It sounds like you are excited about your vacation."

Another one: "I don’t have time to prepare the presentation."

You probably mirrored by saying “prepare the presentation” and labeled by saying “It sounds like time is your biggest concern."

And of course, there are other ways to label this sentence so everything is fine so long as you started by "it sounds like" or "it seems like".

And the last one: "Our clients write amazing reviews on the last product we launched."

Mirroring could be “last product we launched” and labeling “It sounds like you’re happy about this success”.

All right amazing charming communicators. These strategies will turn you into an even more charming communicator. Especially if you combine them with the yes and technique and open questions . This will be your communication basis. I’m super thrilled to hear about how you are applying these strategies and to hear about all the awesome results you’re getting.

Remember, for more great communication resources Join me over at communicationcharm.com. And get your copy of 12 proven communication tactics to make a positive impact immediately.

Now if you realized that you need one on one help from me then reach out. Head on over to my website communicationcharm.com

Reflecting and Paraphrasing

Part of the ‘art of listening’ is making sure that the client knows their story is being listened to.

This is achieved by the helper/counsellor repeating back to the client parts of their story. This known as paraphrasing .

Reflecting is showing the client that you have ‘heard’ not only what is being said, but also what feelings and emotions the client is experiencing when sharing their story with you .

This is sometimes known in counselling ‘speak ‘as the music behind the words .

The counselling skill of paraphrasing is repeating back to the client parts of their story

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It is like holding up a mirror to the client; repeating what they have said shows the client they have your full attention. It also allows the client to make sure you fully understood them; if not, they can correct you.

Reflecting and paraphrasing should not only contain what is being said but what emotion or feeling the client is expressing.

Let’s look at an example:

Client (Mohammed): My ex-wife phoned me yesterday; she told me that our daughter Nafiza (who is only 9) is very ill after a car accident. I am feeling very scared for her. They live in France, so I am going to have to travel to see her, and now I have been made redundant, I don’t know how I can afford to go.

Reflecting skill in counselling is showing you understand what the client said as well as the emotions it brings up for the client

Counsellor: So, Mohammed, you have had some bad news about your little girl, who has been involved in an accident. You are frightened for her and also have worries over money now you have lost your job.

Client: Yes, yes ... that’s right.

Notice that the counsellor does not offer advice or start asking how long Mohammed and his wife have been separated, but reflects the emotion of what is said : ‘frightened' and 'worries'.

Reflecting and paraphrasing are the first skills we learn as helpers, and they remain the most useful.

To build a trusting relationship with a helper, the client needs not only to be ‘listened to' but also to be heard and valued as a person.

"Reflecting and paraphrasing should not only contain what is being said but what emotion or feeling the client is expressing."

Definition of Reflection in Counselling

Reflection in counselling is like holding up a mirror: repeating the client’s words back to them exactly as they said them.

You might reflect back the whole sentence, or you might select a few words – or even one single word – from what the client has brought.

I often refer to reflection as ‘the lost skill’ because when I watch counselling students doing simulated skill sessions, or listen to their recordings from placement (where clients have consented to this), I seldom see reflection being used as a skill. This is a pity, as reflection can be very powerful.

When we use the skill of reflection, we are looking to match the tone, the feeling of the words, and the client’s facial expression or body language as they spoke .

For example, they might have hunched their shoulders as they said, ‘I was so scared; I didn’t know what to do.’

We might reflect that back by hunching our own shoulders, mirroring their body language while also saying ‘I felt so scared; I didn’t know what to do.’

Using Reflection to Clarify Our Understanding

We can also use reflection to clarify our understanding, instead of using a question.

For example, suppose the client says:

‘My husband and my father are fighting. I’m really angry with him.’

For me to be in the client’s frame of reference, I need to know whether ‘him’ refers to the husband or the father. So I might reflect back the word ‘ him ’ with a quizzical look.

The client might then respond:

‘Yeah, my dad. He really gets to me when he is non-accepting.’

So you can get clarification in this way. You can adjust where you are to make sure that the empathic bond is strong and that you are truly within the client’s frame of reference.

"When we use the skill of reflection, we are looking to match the tone, the feeling of the words, and the client’s facial expression or body language as they spoke".

Definition of Paraphrasing in Counselling

Paraphrasing is repeating back your understanding of the material that has been brought by the client, using your own words.

A paraphrase reflects the essence of what has been said .

We all use paraphrasing in our everyday lives. If you look at your studies to become a counsellor or psychotherapist, you paraphrase in class.

Maybe your lecturer brings a body of work, and you listen and make notes: you’re paraphrasing as you distill this down to what you feel is important.

How Paraphrasing Builds Empathy

How does paraphrasing affect the client-counsellor relationship?

First of all, it helps the client to feel both heard and understood. The client brings their material, daring to share that with you.

And you show that you’re listening by giving them a little portion of that back – the part that feels the most important. You paraphrase it down.

And if you do that accurately and correctly, and it matches where the client is, the client is going to recognise that and to feel heard: ‘ Finally, somebody is there really listening, really understanding what it is that I am bringing.’

This keys right into empathy, because it’s about building that empathic relationship with the client. And empathy is not a one-way transaction .

..."Empathy [is] the ability to ‘perceive the internal frame of reference of another with accuracy and with the emotional components and meanings which pertain thereto as if one were the person, but without ever losing the 'as if' conditions." Carl Rogers (1959, pp. 210–211)

In other words, we walk in somebody’s shoes as if their reality is our reality – but of course it’s not our reality, and that’s where the ‘as if’ comes in.

I’ve heard this rather aptly described as ‘walking in the client’s shoes, but keeping our socks on’!

Empathy is a two-way transaction – that is, it’s not enough for us to be 100% in the client’s frame of reference , understanding their true feelings; the client must also perceive that we understand .

When the client feels at some level that they have been understood, then the empathy circle is complete.

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Bridging Gaps, Finding Peace

Examples Of Paraphrasing To Demonstrate Understanding In Conflict Resolution

Are you tired of feeling misunderstood in conflicts? Do you struggle to effectively communicate your thoughts and feelings during disagreements? One solution to this common problem is the art of paraphrasing. By restating what the other person has said in your own words, you can demonstrate understanding and empathy, while also clarifying any confusion.

In this article, we will explore the importance of paraphrasing in conflict resolution, the benefits it can bring, and provide examples of effective paraphrasing in both personal and professional settings.

Paraphrasing is a vital skill in conflict resolution because it allows us to show that we have heard and understood the other person’s perspective. By rephrasing their words in our own language, we can confirm that we are on the same page and prevent misunderstandings. Paraphrasing also allows us to acknowledge the other person’s emotions and feelings, which can help to deescalate tensions and build rapport.

In addition, paraphrasing can help us to gain clarity and perspective on the situation, allowing us to approach the conflict in a more constructive and productive way. In the following sections, we will delve into the benefits of paraphrasing, and provide examples of how it can be used effectively in both personal and professional contexts.

Table of Contents

Key Takeaways

Why Asking Open-Ended Questions Matters In Conflict Resolution

– Paraphrasing is a vital tool in conflict resolution, as it demonstrates understanding and empathy, prevents misunderstandings, and deescalates tensions. – Effective paraphrasing involves using one’s own words, reflecting emotions, and clarifying intentions, while ‘I’ statements and verbal/nonverbal cues can also be useful in communication. – Paraphrasing helps build trust and empathy, allows the speaker to feel heard and understood, and lays the foundation for a more productive conversation, leading to mutually beneficial solutions. – Overcoming barriers to effective paraphrasing is crucial, and developing active listening skills is important in defusing conflicts, validating emotions, communicating needs, and establishing a foundation of trust and understanding.

Understanding the Importance of Paraphrasing in Conflict Resolution

By actively listening and paraphrasing, you are demonstrating that you are fully engaged in the conversation and are trying to improve communication skills. This can help prevent misunderstandings and defuse tense situations, allowing for a more productive and positive outcome.

Paraphrasing involves restating what the other person has said in your own words, without changing the meaning or tone. It shows that you are trying to understand their point of view and that you are not just dismissing their concerns.

By paraphrasing, you can also clarify any confusion and ensure that both parties are on the same page. So, make sure to practice your paraphrasing skills, as it is an essential tool in conflict resolution.

What is Paraphrasing?

Open Ended Questions Vs Closed Ended Questions Whats The Difference

Paraphrasing is essentially restating what the other person has said in a way that shows you understand and appreciate their point of view. It’s a powerful communication tool that can help build trust and empathy in any conflict resolution situation.

There are several techniques you can use to effectively paraphrase, such as summarizing the main points, using similar language, and reflecting back the other person’s emotions. By doing this, you not only show that you are actively listening, but you also create space for the other person to feel heard and validated.

Ultimately, paraphrasing helps to reduce misunderstandings and defensiveness, and it lays the foundation for a more productive and collaborative conversation.

Now, let’s explore the benefits of paraphrasing in more detail.

The Benefits of Paraphrasing

Firstly, it helps prevent misunderstandings and clarifies any confusion that may arise during a conversation. Secondly, it shows the speaker that you are actively listening and engaged in the conversation, fostering trust and collaboration between parties. Finally, paraphrasing allows the speaker to feel heard and understood, deescalating tense situations and promoting peaceful resolution.

To promote effective communication, keep in mind a few tips when paraphrasing. Use your own words while still capturing the essence of the speaker’s message. Avoid adding your own opinions or interpretations to the message, as this can lead to misunderstandings. Finally, check with the speaker to ensure your paraphrase accurately reflects their message.

Follow these guidelines to become a more effective communicator and foster stronger relationships with those around you.

Now let’s explore some examples of effective paraphrasing and how they can be used in conflict resolution.

Examples of Effective Paraphrasing

First, use “I’m”statements to express your own thoughts and feelings.

Second, reflect the emotions of the speaker to show that you understand their perspective.

And third, clarify the intentions behind their words to avoid misunderstandings.

By following these guidelines, you can build better communication and resolve conflicts more effectively.

Using “I” Statements

Using “I”statements is an effective way to communicate in conflict resolution. One example of this is when a co-worker consistently interrupts you during meetings. Instead of saying “You always interrupt me,”you say, “I feel frustrated when I am interrupted during meetings.”By using “I”statements, you are taking ownership of your emotions and expressing them in a non-accusatory manner.

This allows the other person to understand how their behavior is affecting you and can lead to a more productive conversation. Active listening and empathy building are important components of using “I”statements effectively. When you express your feelings using “I”statements, it is important to actively listen to the other person’s response and try to understand their perspective.

Empathy building can also be helpful in conflict resolution by acknowledging the other person’s feelings and showing that you understand where they are coming from. By incorporating these skills into your communication, you can increase the likelihood of a positive outcome and reduce the potential for further conflict.

It is important to note that the use of “I”statements can also help in reflecting emotions. By expressing how you feel using “I”statements, you are reflecting your emotions back to the other person and encouraging them to do the same. This can lead to a deeper understanding of each other’s perspectives and emotions, which can be helpful in finding a resolution to the conflict.

Reflecting Emotions

Let’s explore how reflecting emotions can improve communication and deepen understanding in a conflict situation. When someone expresses their emotions to you, it can be tempting to jump in with your own point of view or try to solve their problem. However, taking a moment to reflect their emotions back to them can show that you understand and care about their perspective.

Reflecting emotions involves empathetic responses that acknowledge and validate the person’s feelings. This can create a safe space for both parties to share their thoughts and feelings without fear of judgment or rejection.

Here are three ways to reflect emotions effectively:

1. Use verbal cues like ‘I hear that you’re feeling frustrated’ or ‘It sounds like you’re disappointed.’

2. Repeat back what the person said to you in your own words, such as ‘So if I understand correctly, you’re upset because you feel like your ideas are being dismissed.’

3. Pay attention to nonverbal cues like body language and tone of voice, and reflect those emotions back as well. For example, ‘It seems like you’re feeling really passionate about this issue.’

Reflecting emotions can be a powerful tool in conflict resolution because it shows that you are actively listening and trying to understand the other person’s perspective. By acknowledging and validating their emotions, you can create a foundation of trust and respect that can lead to a more productive conversation.

Next, let’s explore how clarifying intentions can help to resolve conflicts even further.

Clarifying Intentions

Clarifying intentions can help you avoid misunderstandings and build stronger relationships by ensuring that everyone is on the same page about their goals and motivations. When you take the time to clarify your intentions, you’re actively communicating your needs and desires to the other person. This can help them understand where you’re coming from and what you hope to achieve.

Active listening is a key component of clarifying intentions. When someone’s speaking to you, make sure you’re fully present in the conversation and focused on what they’re saying. Ask questions if you need clarification and repeat back what you heard to make sure you understood correctly.

By actively listening and clarifying intentions, you can establish a foundation of trust and understanding in your relationships.

Transitioning into the next section on paraphrasing in personal relationships, it’s important to note that paraphrasing is a useful tool in ensuring that you have understood the other person’s intentions correctly. By paraphrasing what they said, you can confirm that you’re both on the same page and avoid any potential misunderstandings.

Paraphrasing in Personal Relationships

Here are three ways to use paraphrasing in personal relationships:

1. Reflecting emotions: When your partner shares their feelings with you, paraphrasing can help them feel heard and validated. For example, if your partner says, “I’m feeling really stressed out about work,”you could respond by saying, “It sounds like work’s causing you a lot of anxiety.”

2. Clarifying meaning: Paraphrasing can also be used to ensure that you understand your partner’s message correctly. For instance, if your partner says, “I don’t think we’re on the same page,”you could paraphrase by saying, “So, you’re saying that we’re not seeing eye to eye?”

3. Summarizing content: If your partner shares a lot of information with you, paraphrasing can help you keep track of the main points. For example, if your partner shares their day with you, you could summarize by saying, “So, you had a busy day at work and then went to the gym afterwards.”

Paraphrasing can be just as valuable in professional settings as it is in personal relationships. By using these skills, you can build stronger relationships with colleagues and clients, while also avoiding miscommunications.

Paraphrasing in Professional Settings

Paraphrasing in customer service can also help defuse conflicts. By acknowledging the customer’s emotions, the representative can demonstrate that they understand and empathize with their situation. This can go a long way in calming an irate customer and finding a mutually beneficial solution.

Overcoming barriers to effective paraphrasing can be challenging, but it is crucial for effective communication.

Overcoming Barriers to Effective Paraphrasing

Some common barriers to effective paraphrasing include distractions, preconceived notions, and a lack of confidence in one’s communication skills. By being aware of these barriers, you can actively work to overcome them and improve your ability to paraphrase.

Developing active listening skills is another crucial aspect of effective paraphrasing. When you actively listen to someone, you’re not just hearing their words, but also their tone, body language, and emotions. This allows you to better understand their perspective and respond in a way that shows you truly understand where they’re coming from.

By developing strong active listening skills, you can overcome communication barriers and build stronger relationships with those around you.

Frequently Asked Questions

What are some common mistakes people make when attempting to paraphrase in conflict resolution.

You might unintentionally distort someone’s message by paraphrasing it inaccurately, which could worsen the conflict. Improving your active listening skills can help you avoid common paraphrasing mistakes like assuming you know what the other person means.

How can one determine if their paraphrasing is effective in resolving a conflict?

To determine if your paraphrasing is effective in resolving a conflict, use effective paraphrasing techniques and actively listen to the other person. This is important in conflict resolution and helps to ensure both parties feel heard and understood.

Are there any situations where paraphrasing may not be an appropriate conflict resolution technique?

When resolving conflicts, consider non verbal cues and cultural differences, as paraphrasing may not always be appropriate. For example, in high stakes negotiations or when emotions are too intense.

How can one encourage their counterpart to use paraphrasing in a conflict situation?

To encourage your counterpart to use paraphrasing in a conflict situation, effective communication and active listening are key. Did you know that 55% of communication is nonverbal? Encourage paraphrasing to ensure understanding and resolution.

Can paraphrasing be used in group or team conflict situations, and if so, how?

You can benefit from using paraphrasing in group or team conflict situations. Techniques for teaching paraphrasing in groups include active listening, rephrasing, and checking for understanding. This can create a more productive and collaborative environment.

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Chapter 2: Introduction to Health

Chapter 3: healthcare delivery systems, chapter 4: communication, chapter 5: infection prevention and control, chapter 6: the nursing process i, chapter 7: the nursing process ii, chapter 8: the nursing process iii.

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Here are additional therapeutic communication techniques to improve communication between patients and nurses.

First, it is important that a nurse focuses on the specific details of the conversation and centers it on the key problems.

For example, a nurse educating a patient about insulin self-administration brings back the focus by saying, "Since we have spoken about the diabetic diet, we can now practice insulin self-administration."

Next, a nurse can paraphrase the patient's words to avoid misinterpretation.

For example, if the patient says, "My mind keeps diverting," the nurse can paraphrase:" Do you mean you have difficulty concentrating?".

Next, summarizing helps to analyze and highlight essential communication details, providing a sense of clarification and closure to the patient.

For example, a nurse can summarize diabetes management to a patient by saying, "During our session, we discussed your prescribed diabetic medications, exercise, and diet. Can you briefly review the steps with me?".

Besides these, a nurse may also use techniques like sharing hope, confrontation, empathy, clarifying, and silence to achieve desired outcomes.

4.6: Techniques of Therapeutic Communication II: Focusing, Paraphrasing, and Summarizing

Focusing involves centering a conversation on a message's critical elements or concepts. Focusing is valuable if the talk is vague or patients begin to repeat themselves. Sometimes, when patients are asked about their symptoms, they may go off-topic and try to tell their entire life story. Respectfully, the nurse should bring the conversation back into focus.

This therapeutic technique can also be used when a patient brings up pertinent information during a health-related conversation. The nurse can shift the conversation to focus on the pertinent information that the patient provides. Consider a scenario in which a patient casually mentions they are suffering from knee pain. Then, the nurse might find it helpful to concentrate on this question: "How intense is the pain you are experiencing? Rate it from 1 to 10.

Paraphrasing is briefly restating another's message using one's own words. Through paraphrasing, nurses provide feedback informing patients they are actively involved in the search for understanding. Accurate paraphrasing requires practice. If the meaning of a message is changed or distorted through paraphrasing, communication becomes ineffective. For example, a patient says, "I've been overweight all my life and never had any problems. I can't understand why I need to be on a diet." An effective paraphrase of this statement would be: "You're not convinced that you need to make different food choices because you seem to have stayed healthy."

Summarizing is a highly effective therapeutic communication technique that draws attention to the main issues discussed, and the consensus reached at the end of the conversation. A nurse manager working with a disgruntled employee might summarize their interaction: "You've told me why you do not like this job and how unhappy you've been. You agreed to try a few of the solutions we've come up with, and you will let me know if these ideas improve your job satisfaction. We've also thought of some other potential solutions you can consider.”

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Front Psychol

Effects of Empathic Paraphrasing – Extrinsic Emotion Regulation in Social Conflict

Maria seehausen.

1 Cluster of Excellence “Languages of Emotion,” Freie Universität, Berlin, Germany

2 Dahlem Institute for Neuroimaging of Emotion, Freie Universität, Berlin, Germany

3 Department of Psychiatry, Charité University Medicine Berlin, Campus Benjamin Franklin, Berlin, Germany

Philipp Kazzer

Malek bajbouj, kristin prehn.

In the present study, we investigated the effects of empathic paraphrasing as an extrinsic emotion regulation technique in social conflict. We hypothesized that negative emotions elicited by social conflict can be regulated extrinsically in a conversation by a listener following the narrator’s perspective and verbally expressing cognitive empathy. Twenty participants were interviewed on an ongoing or recently self-experienced social conflict. The interviewer utilized 10 standardized open questions inviting participants to describe their perception of the conflict. After each of the 10 descriptions, the interviewer responded by either paraphrasing or taking notes (control condition). Valence ratings pertaining to the current emotional state were assessed during the interview along with psychophysiological and voice recordings. Participants reported feeling less negative after hearing the interviewer paraphrase what they had said. In addition, we found a lower sound intensity of participants’ voices when answering to questions following a paraphrase. At the physiological level, skin conductance response, as well as heart rate, were higher during paraphrasing than during taking notes, while blood volume pulse amplitude was lower during paraphrasing, indicating higher autonomic arousal. The results show that demonstrating cognitive empathy through paraphrasing can extrinsically regulate negative emotion on a short-term basis. Paraphrasing led to enhanced autonomic activation in recipients, while at the same time influencing emotional valence in the direction of feeling better. A possible explanation for these results is that being treated in an empathic manner may stimulate a more intense emotion processing helping to transform and resolve the conflict.

Introduction

Emotion regulation research to date has mainly focused on an individualistic point of view emphasizing control mechanisms in the individual, such as attention deployment, cognitive reappraisal, or the willful suppression of emotional expressions (Gross and Thompson, 2007 ; Butler and Gross, 2009 ; Rime, 2009 ). Compared to the abundance and sophistication of the research pertaining to classification schemes on such intrinsic regulation, systematic analysis of extrinsic emotion regulation and especially of controlled interpersonal affect regulation (i.e., the process of deliberately influencing the emotional state of another person, as opposed to non-conscious affect spreading) is still relatively sparse. Rime ( 2009 ), however, points out that an emotional experience is virtually indivisible of a social response, which in turn is bound to shape and modify the original emotion, so that emotion has to be regarded as a fundamentally interdependent process.

Niven et al. ( 2009 ) propose a classification system for controlled interpersonal affect regulation strategies, derived from Totterdell and Parkinson’s ( 1999 ) classification of strategies to deliberately improve one’s affect. Their final classification distinguishes between strategies used to improve versus strategies used to worsen others’ affect, and between strategies that engage the target in a situation or affective state versus relationship-oriented strategies. The technique of empathic paraphrasing, which is investigated in the present study, can be categorized as aiming at affect improvement and engagement within this classification framework. However, it also contains a relationship-oriented component, as empathic paraphrasing communicates interest and commitment in understanding the other’s perspective, thereby implying that their feelings are valid and worth listening to.

Empathy has been conceptualized in many different ways, usually involving a cognitive and an emotional component (Preston and de Waal, 2002 ; Lamm et al., 2007 ; Decety and Meyer, 2008 ). Cognitive empathy means the ability to take the perspective of another person and infer their mental state, while emotional empathy refers to the observer’s affective response to another person’s emotional state (Dziobek et al., 2008 ).

Paraphrasing or active listening (coined by Carl R. Rogers in Client-Centered-Therapy) is a form of responding empathically to the emotions of another person by repeating in other words what this person said while focusing on the essence of what they feel and what is important to them. In this way, the listener actively demonstrates that he or she can understand the speaker’s perspective (cognitive empathy). Rogers described empathy as the ability to sense the client’s private world as if it were one’s own, but without losing the “as if” quality (Rogers, 1951 ). Empathy is communicated through active listening, which in the Client-Centered approach aspires to evoke personal growth and transformation through providing a space of unconditional acceptance for the client. Rogers considered empathy, positive regard, and congruence both necessary and sufficient conditions for therapeutic change (Rogers, 1942 , 1951 ).

This early notion on the importance of empathy for facilitating therapeutic change has gained ample empirical support over the last decades of research. How empathic a therapist is perceived to be has been identified as a critical factor for positive therapy outcome for both psychodynamically oriented and cognitive-behavioral psychotherapies (Bohart et al., 2002 ; Duan and Kivlighan, 2002 ; Orlinsky et al., 2004 ; Marci et al., 2007 ; Elliott et al., 2011 ; Norcross and Wampold, 2011 ). Based on a review of several studies Marci et al. ( 2007 ) describe a significant influence of perceived empathy on mood and general clinical improvement, even when controlling for other factors. Along this line, a meta-analysis conducted by Bohart et al. ( 2002 ) confirms a modest but consistent importance of empathy during psychotherapy. Zuroff et al. ( 2010 ) specifically examined the relationship between patient-reported measures of the three Rogerian conditions (positive regard, empathy, and genuineness) and therapeutic outcome, and found that patients whose therapists provided high average levels of the Rogerian conditions across all patients in their caseloads experienced more rapid reductions in both overall maladjustment and depressive vulnerability (self-critical perfectionism). Farber and Doolin ( 2011 ) conducted a meta-analysis on 18 studies also focusing on the effects of positive regard as defined by Rogers on treatment outcome, and found an aggregate effect size of 0.26, confirming a moderate influence of this factor.

The effectiveness of showing empathy on treatment success has also been assured within the field of medical care. Medical researchers have coined the term clinical empathy , which Mercer and Reynolds ( 2002 ) define as (1) understanding the patient’s situation, perspective and feelings (and their attached meanings), (2) communicating that understanding and checking its accuracy, and (3) acting on that understanding with the patient in a helpful (therapeutic) way. Hence, within the clinical setting empathy entails not only cognitive and affective components but also a behavioral component to communicate understanding to the patient, i.e., through active listening (Davis, 2009 ). Accordingly, the active demonstration of empathy has already been recognized as a crucial component of promoting cooperation in challenging situations within the field of clinical care. Halpern ( 2007 ) stresses that physicians who learn to empathize with patients during emotionally charged interactions can thereby increase their therapeutic impact. By the same token, a growing body of evidence demonstrates that empathic communication effectively helps patients through challenging and fearful situations, ranging from painful dental treatments over psychological problems to pandemic crisis (Cape, 2000 ; Reynolds and Quinn Crouse, 2008 ; Bernson et al., 2011 ). Neumann et al. ( 2009 ) reviewed prior empirical studies on clinical empathy and conclude that clinical empathy is a fundamental determinant of successful medical care, because “ it enables the clinician to fulfill key medical tasks more accurately, thereby achieving enhanced health outcomes ” (Neumann et al., 2009 , p. 344).

In sum, the effectiveness of empathic communication as an extrinsic emotion regulation technique has already gained solid empirical support from psychotherapy and medical research. For the present study, social conflict was chosen as the context to examine the effects of empathic paraphrasing on emotion, for two reasons. Firstly, social conflict is often accompanied by intense emotions such as anger and hurt, and therefore lends itself easily to the investigation of extrinsic emotion regulation, without requiring artificial emotion induction in the laboratory. The setting of real-life social conflict renders it possible to work with “real” emotion, while at the same time concentrating on a non-clinical population. Secondly, empathic paraphrasing is used with vast prevalence within the field of conflict resolution. Paraphrasing is generally applied as one of the most important constitutional elements across all domains of conflict mediation (business mediation, family mediation, community mediation, victim-offender mediation, etc.). Hence, it seems expedient to take a closer look at the emotional effects of a technique so widely used within the context of its most common application.

Social psychology research offers evidence for a connection between dispositional affective empathy as well as dispositional perspective taking and adaptive social conflict behavior (Steins, 2000 ; Gehlbach, 2004 ; de Wied et al., 2007 ). However, there is hardly any research on the effects of being treated in an empathic manner (as opposed to feeling empathy oneself) on conflict behavior. Moran and Diamond ( 2008 ) report positive effects of therapist empathy on parent’s negative attitudes toward their depressed adolescent children. Being treated in an empathic way seems to help parents to also empathize with their children going through a rough time. This is an interesting finding, which contains parallels to social conflict situations and stimulates the question which emotional effects are triggered by being treated empathically, and how these emotional processes aid own empathic reactions toward others.

An interesting train of evidence regarding the socio-cognitive effects of being treated empathically is provided by research on interpersonal mimicry and language matching in social interaction. Numerous studies confirm that non-verbal interpersonal mimicry increases affiliation and positive social judgment as well as pro-social behavior not only toward the mimicker but also toward people not involved in the mimicry situation, indicating that being mimicked not only leads to an increased liking toward the interaction partner, but to an increased pro-social orientation in general (van Baaren et al., 2004 ; Ashton–James et al., 2007 ; Fischer-Lokou et al., 2011 .; Guéguen et al., 2011 ; Stel and Harinck, 2011 ). This is true for the mimickee as well as the mimicker (Stel et al., 2008 ). Maddux et al. ( 2008 ) also report that strategic mimicry in negotiation abets more favorable negotiation outcomes, facilitating both individual and joint gains. This effect was mediated by higher levels of trust toward the mimicker. Ashton–James et al. ( 2007 ) tested several hypotheses on why mimicry promotes pro-social behavior and found that being mimicked during social interaction shifts self-construal toward becoming more interdependent and “other-oriented.” Additionally, mimicry strengthens one’s perception of interpersonal closeness with other people in general.

Correspondingly, language style matching, i.e., similarity in use of function words, has been found to predict relationship initiation and stability (Ireland et al., 2011 ). On a similar vein, according to the interactive-alignment account of dialog, the success of any given conversation depends on the extent of the conversation partners arriving at a common understanding of the relevant aspects of what they are talking about, i.e., a common situation model (Pickering and Garrod, 2004 ). Interlocutors tend to automatically align at different levels of linguistic representation, e.g., through repeating each other’s words and grammar (Garrod and Pickering, 2004 ). This alignment at low-level structure positively affects alignment of interlocutors’ situation models – the hallmark of successful communication – as people who describe a situation in the same way tend to think about it in the same way as well (Markman and Makin, 1998 ; Menenti et al., 2012 ). These findings strongly support the hypothesis that paraphrasing, which involves a certain degree of language matching and bears parallels to mimicry on a verbal level, administrates emotional and socio-cognitive effects on the person being paraphrased.

Regardless the impressive amount of research reviewed above, the specific dynamics of emotional response to empathic paraphrasing are yet largely unclear. Rime ( 2009 ) suggests that socio-affective responses such as comfort and empathy temporarily alleviate a narrator’s negative emotions and generate a deep feeling of relief. However, if no cognitive reframing and re-adjustment of goals, motives, models, and schemas occur, the alleviating effects of socio-affective responses can be expected to be only temporary, because the cognitive sources of the emotional unsettledness have not been transformed. Following this reasoning, the emotional effects of empathic paraphrasing should be expected to be short-lived. On the other hand, Rogers argued that receiving empathy and positive regard are necessary conditions for being able to revise overly rigid structures of the self and assimilate dissonant information and experiences (Rogers, 1942 , 1951 ). Hence, empathic paraphrasing may initiate a cognitive-emotional process progressing in several stages, with emotional alleviation and an increased mental openness and disposition for cognitive restructuring possibly being the first one. In this respect, the present research makes a valuable contribution by moving beyond correlational designs to presenting the first experimental study assessing in detail the emotional effects of empathic paraphrasing in the context of social conflict, hopefully providing a useful basis for further analysis in future studies.

To investigate whether and how empathic paraphrasing in the context of a real-life social conflict extrinsically regulates emotion, we invited participants to an interview in which they were asked to talk about an ongoing or recently self-experienced social conflict with a partner, friend, roommate, neighbor, or family member. The interviewer responded to participants’ descriptions by either paraphrasing (experimental condition following half of the interview questions) or taking notes (control condition). We assessed valence ratings pertaining to participants’ current emotional state as well as skin conductance response (SCR), blood volume pulse (BVP), blood volume pulse amplitude (BVPamp), and heart rate (HR) as indicators of autonomous nervous system (ANS) activity during the interviews. We also recorded the interviews for documentation and analysis.

Psychophysiological and voice parameters have been proven to be reliable indicators for emotional responses (Scherer, 2003 ; Kushki et al., 2011 ). HR is regulated by sympathetic (increase) as well as parasympathetic (decrease) pathways of the ANS (Li and Chen, 2006 ; Kushki et al., 2011 ), and reflects autonomic arousal (Critchley, 2002 ) as well as emotional valence (Palomba et al., 1997 ). BVP is a measure of changes in the volume of blood in vessels and has been associated with affective and cognitive processing (Kushki et al., 2011 ). BVP amplitude has been found to be lower during episodes of increased sympathetic activity (Shelley, 2007 ) and has also been shown to decrease when feeling fear or sadness in several studies (Kreibig et al., 2007 ). SCR depicts changes in the skin’s ability to conduct electricity and is considered a sensitive psychophysiological index of changes in autonomic sympathetic arousal that are integrated with emotional and cognitive states. In addition, SCR reflects vicarious emotional responses to another’s affective state (pain), and is therefore also connected to empathy (Hein et al., 2011 ).

Based on the literature reviewed above, we hypothesized that empathic paraphrasing would lead to a reduction of negative emotion in the situation of talking about the conflict. Specifically, we expected valence ratings to be more positive after paraphrasing. Furthermore, we hypothesized that empathic paraphrasing would lead to lower autonomic arousal, reflected in psychophysiological measures and voice analysis.

Materials and Methods

Participants.

Twenty healthy subjects [10 female; age: mean (M) = 27, standard deviation (SD) = 7.9] participated in this study. All participants were native German speakers, and had recently experienced a potentially ongoing social conflict with a partner, friend, roommate, neighbor, or family member. No conflicts involving physical or psychological violence were included in the study. Due to technical problems, SCR and voice data of four participants as well as BVP data of three participants were lost. Therefore, 20 participants entered the analysis of self-report data, 16 entered voice data analysis and analysis of SCR, and 17 entered analysis of HR and BVP.

The study was carried out in accordance with the Declaration of Helsinki and was approved by the ethical committee of the Charité University Medicine Berlin. All participants gave written informed consent prior to investigation and received payment for participation.

Interview design and procedure

Participants were told that the study investigates emotion in social conflict, especially how emotions develop while speaking about a social conflict. The interviewer further informed participants that she would try to understand their perspective, and sometimes summarize what she understood so far, while at other times take notes to help her memorize certain things and have them present over the course of the interview.

Interviews consisted of 10 standardized open questions (e.g., “What exactly bothers you about the other person’s behavior?”). After the participant answered each question, the interviewer either paraphrased what had been said, or silently took notes (control condition). Following these paraphrasing interventions or control conditions, respectively, participants were asked to rate their current emotional state. In order to avoid confounding effects resulting from the content of the questions, as well as distortions due to emotional processing over the course of the interview, interventions, and control condition were given alternately during the interview. Half of all participants received an intervention (empathic paraphrasing) after the first question, a control intervention after the second question, and so forth; the other half received a control intervention first. All interviews were conducted by the same female interviewer, who had previously received 190 h of training in conflict resolution and has worked on cases in community mediation, business mediation, and family mediation over several years, applying empathic paraphrasing as one of the core techniques of conflict resolution.

Paraphrasing in the present study was implemented in such a way that after each narration the interviewer briefly summarized the facts of the narration and described her understanding of how the narrator felt, and why, and what she understood was important to the narrator regarding the situation described. To confirm the accuracy of her paraphrasing, the interviewer asked if her understanding was correct at the end of each paraphrase. An example of a paraphrase is given in the Appendix.

All interviews were audiotaped. Interview length was 30.16 min on average (SD = 11.03), depending on how extensively participants answered to the questions. Figure Figure1 1 depicts the interview questions as well as a schematic overview of the interview procedure and measurements.

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Interview guideline and procedure .

Data acquisition and analyses

Participants were asked to indicate their current emotional state (valence rating) on an eight-point Likert scale ranging from −4 to 4 (“How positive or negative do you feel right now?”) 10 times during the interview, following the interventions and control condition, respectively. Ratings were analyzed with two-tailed t -tests for repeated measures in IBM SPSS Statistics 20.

Skin conductance response and BVP were recorded continuously with a sampling frequency of 40 Hz using a commercial sampling device ( Biofeedback 2000 X-pert , Schuhfried GmbH, Austria) during the entire interview. Both interviewer’s and participant’s voices were recorded using Audacity 1.2.6 with a highly directional microphone (Shure, WH20 Dynamic Headset Microphone, IL, USA).

Skin conductance data was analyzed in LedaLab V3.3.1. Time frame of analysis was 25 s after the onset of the intervention or control condition. Within this interval, SCR was decomposed by continuous decomposition analysis (CDA; Benedek and Kaernbach, 2010 ). For each participant and interval, the maximum phasic activity was computed (with a minimum amplitude of 0.001 μS) and averaged for each participant across all intervals of both conditions).

Blood volume pulse and BVPamp were analyzed for intervals of 23 s after the onset of intervention or control condition using Matlab 7.1 (The Math-Works, Inc., MA, USA). Data were smoothed using a six point Gaussian filter. BVP was further used for extracting HR data through computing the inverse of the distance between successive peaks of the BVP signal in intervals larger than 0.4 s (Kushki et al., 2011 ). Mean SCR between both conditions (paraphrasing interventions and control conditions), BVP, BVPamp (in%), and HR (in beats per minute) were also analyzed with two-tailed t -tests for repeated measures in IBM SPSS Statistics 20. In addition, we compared BVP, BVPamp, and HR during the paraphrasing intervention and the interview question directly following the paraphrase, with a standard time frame of 4 s for the question phase.

Analysis of voice recordings was done with seewave in R statistics (Sueur et al., 2008 ). Using Audacity 1.2.6., intervals of speech for voice analysis were selected manually by listening to the recorded interviews and cutting out participants’ responses to each question – following an intervention or control intervention, respectively.

Behavioral data

Valence ratings following paraphrasing revealed less negative feelings than ratings following the control condition [ t (19) = 3.395, p = 0.003]. Effect size is d = 0.76 (Cohen’s d for repeated measures, calculated with pooled means and standard deviations).

Differences in valence ratings over the conditions are shown in Figure Figure2 2 .

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Mean valence ratings (with standard error of the mean) after the empathic paraphrasing and control conditions .

Time series plots over the entire course of the interview show a U-shaped trend in valence ratings over time, which is mainly due to ratings following the control condition (see Figure Figure3). 3 ). However, a repeated measures ANOVA including sequence of intervention over time as an additional factor demonstrates that the effect of the intervention remains untouched by sequence [main effect of sequence F (4, 72) = 1.768; p = 0.145; main effect of intervention: F (1,18) = 11.400; p = 0.003 interaction intervention × sequence F (4, 72) = 1.489; p = 0.215].

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Mean valence ratings over the course of the interview, averaged over both conditions (A) and split up into paraphrasing and control condition (B) . At each of the 10 trials, 10 subjects received an intervention and 10 received a control intervention.

Psychophysiological data

Two-tailed t -tests for repeated measures show that participants had a higher SCR during paraphrasing than during the control condition [ t (15) = 2.589; p = 0.021]. Effect size is d = 0.65 (Cohen’s d ). Complementary results were found in participants’ HR, which was also higher during paraphrasing than during the control condition [ t (16) = 6.491; p = 0.000; effect size d = 1.57]. No significant differences between the conditions for BVP were found [ t (16) = 0.22; p = 0.812]. However, there was a strong trend for mean BVPamp [ t (16) = −2.119; p = 0.050; effect size d = 0.51], which was lower during paraphrasing than during taking notes. Comparing BVPamp during paraphrasing with the interview question directly following the paraphrase, we also found that BVPamp is lower during paraphrasing than during the following interview question [ t (13) = 2.381; p = 0.033; effect size d = 0.64]. For HR and BVP, no such difference between paraphrase and subsequent interview question was found. Figure Figure4 4 illustrates differences in psychophysiological measures and voice intensity over the two conditions.

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Measures of sympathetic activation (mean values with standard error of the mean) . (A) Skin conductance response (SCR; in μS), (B) Heart rate (in beats/minute), (C) Blood volume pulse amplitude (BVPamp in%), and (D) Voice volume (in dB) during empathic paraphrasing and control condition.

Voice analysis data

Mean intensity/volume of participants’ voices was lower when they replied to an interview question following a paraphrase [ t (15) = −2,466; p = 0.026; effect size d = 0.62]. There was no difference in mean fundamental voice frequency (F0) between the conditions [ t (15) = 0.583; p = 0.568]. F0 range and F0 standard deviation did not differ between the conditions, either (see Table Table1). 1 ). However, speech rate and articulation rate showed trends for slower speech following paraphrasing [speech rate t (15) = −1.86; p = 0.082; articulation rate t (15) = −2.05; p = 0.059]. Cohen’s d yielded effect sizes of d = 0.47 for speech rate and d = 0.51 for articulation rate.

Means (M), standard deviations (SD), t -, p -, and d -values of all parameters in intervention and control condition .

* and ** indicate significant findings .

Table Table1 1 gives an overview of means and standard deviations of all psychophysiological, voice, and self-report parameters over the two conditions.

The aim of our study was to investigate the short-term emotional effects of empathic paraphrasing in social conflict. To achieve this, we conducted interviews on real-life social conflicts currently experienced by our participants. During the interview, paraphrasing was alternated with a control condition (taking notes). Emotional valence ratings were obtained after each intervention and control intervention and psychophysiological and voice recordings were executed continuously during the interviews. Our hypothesis was that paraphrasing would lead to more positive emotional valence and lower autonomic arousal. Viewing the results of our study as a whole suggests that empathic paraphrasing has a regulating effect on a narrator’s emotions, however, this effect seems to be more complex than originally expected. In sum, we found that participants felt better when the interviewer paraphrased their emotions and perceptions of the conflict. At the same time, and contrary to our expectations, SCR, HR, and BVP amplitude indicate higher autonomic activation during paraphrasing. Voice intensity as well as speech and articulation rate of participants on the other hand was lower when answering to a question following a paraphrase.

Effects of paraphrasing on valence

The self-report ratings demonstrate that participants felt better after the interviewer had paraphrased what they had said. Also, the relatively high effect size suggests that this effect is strong and practically relevant. The interview itself also induced valence effects over time, insofar that participants experienced a decline in emotional valence in the middle of the interview, which recuperated toward the end of the interview. However, due to the alternation of intervention and control intervention, which was again alternated in sequence over participants, this trend does not affect the intervention effect.

This self-reported valence effect is consistent with participants’ lower voice intensity after paraphrasing compared to the control condition. Banse and Scherer ( 1996 ) have linked high voice intensity with negative affects or aggressive speaker attitudes, thereby suggesting a conjunction between high voice intensity and negative emotional valence. Conversely, speech and articulation rate are also slightly lower following an intervention, even though these effects are not statistically significant. Speech rate is defined as the number of spoken units (e.g., words/syllables) per unit of time (minute/second). It is calculated across continuous speech segments, which may include pauses, disruptions, or dysfluency. Articulation rate is an analogical measure based only on fluent utterances, excluding pauses, and dysfluency (Howell et al., 1999 ). Speech rate has been demonstrated to increase when experiencing anger or fear compared to neutral emotional states (Scherer, 1995 ; Rochman et al., 2008 ). Hence, the lower speech and articulation rates following paraphrasing also suggest that participants experienced less negative emotion after paraphrasing.

By the same token, HR was higher during paraphrasing than during the control condition, which according to Palomba et al. ( 1997 ) can also be interpreted as a valence effect. HR deceleration has been associated with negative emotional valence during presentation of unpleasant visual stimuli. In social tasks, HR acceleration has been measured in accordance with intensity of emotion, and to a lesser degree, with emotional valence (Palomba et al., 1997 ). Palomba et al. ( 1997 ) found significant differences in HR deceleration between positive, negative, and neutral visual stimuli, with positive stimuli producing the highest and negative stimuli the lowest HR. Hence, self-report data, voice data, and HR analysis all support the conclusion that emotional valence was positively influenced by offering cognitive empathy through paraphrasing. This effect of paraphrasing on valence bolsters Rime’s ( 2009 ) supposition that being treated empathically while socially sharing negative emotion produces a short-term alleviation of these negative emotions.

Interestingly, the positive impact of mimicry on social judgment mentioned in the introduction (i.e., promoting liking toward the mimicker) suggests the generation of positive emotion as a result of mimicry. This was not the case for paraphrasing in our study: valence ratings in the intervention condition center around the neutral. Nevertheless, it is still possible that paraphrasing led to an increased liking toward the interviewer, while overall affect was neutral. Social judgment was not assessed in the present study, hence, no direct comparison with mimicry is possible. However, it would be interesting to compare the effects of mimicry and paraphrasing on emotion in future studies, as well as to study verbal mimicry or matching more extensively in the context of distressing conversations such as social conflict discussions.

Effects of paraphrasing on arousal

Skin conductance response, HR and BVP amplitude indicate a period of higher autonomic arousal while the interviewer paraphrased what participants had said, compared to taking notes on what they had said. Again, effects sizes of physiological measures suggest medium and in the case of HR, very strong, effects. This is surprising, as we presumed that the lower intensity of negative emotion induced by paraphrasing would be accompanied by lower arousal. Instead, paraphrasing apparently enhanced autonomic arousal. Quite conversely to psychophysiological data, the lower voice intensity following the intervention on the other hand suggests a calming effect of paraphrasing on autonomic arousal, as several studies on emotion and voice quality have associated high voice intensity with high sympathetic autonomic arousal emotions (Scherer, 2003 ). This apparent contradiction between voice data and psychophysiological data appears initially confusing, as vocal changes and changes in SCR both originate in mediated variation of HR, blood flow, and muscular tension caused by an arousing event (Duffy, 1932 ; Laver, 1968 ; Schirmer and Kotz, 2006 ).

However, this discrepancy can be explained by the fact that BVP and SCR were recorded while participants listened to the interviewer paraphrasing, whereas voice analysis was done on recordings of participants’ answers to the interviewer’s next question, following the paraphrase. Thus, the autonomic arousal induced by paraphrasing may already have subsided and passed into a calmer state at the time participants answered the next question. This possibility is difficult to double-check for SCR as this parameter is reactive to speech and will thus be higher while participants are talking, even though autonomic sympathetic arousal induced by the intervention might have diminished already. However, we reassessed this hypothesis using BVP, BVPamp, and HR data, comparing the paraphrasing phase with the subsequent question phase and found a confirming result for BVPamp, although not for the other two measures. Participant had a lower BVP amplitude while listening to the paraphrase compared to listening to the interview question asked in direct succession. This indicates a specific effect of paraphrasing on autonomic arousal, which is not induced by speech in general. It should also be noted that voice intensity following paraphrasing is significantly lower than voice intensity following the control condition. Hence, given the assumption made above is correct, participants’ autonomic arousal is first heightened by listening to the paraphrasing, and after a short period of time lowered to a level below the control state. This is a very interesting finding, for which two possible explanations should be considered.

Firstly, it is possible that empathic paraphrasing not only leads to a reduction of negative emotion in participants, but even induces positive emotions, such as happiness and relief about being listened to and validated. This would explain the initial higher autonomic arousal, which would in this case be due to a short-term experience of positive emotions, in accordance with Rime ( 2009 ) dissipating quickly. However, the behavioral data does not support this notion, as the valence ratings remain in the negative range of the scale even after paraphrasing, only approximating the neutral zero-point. Also, it should be noted that empathic paraphrasing is distinctly different from everyday forms of volunteering empathy or forms of social sharing of emotion as referred to by Rime. Paraphrasing does not offer sympathy or emotional empathy, but instead takes a purely cognitive road by demonstrating that the listener can understand the narrator’s perspective. It does not seem likely that this technique should have the same emotional effects as common social sharing responses such as offering sympathy.

Therefore, as an alternative explanation of our results, it is more conceivable that demonstrating cognitive empathy through paraphrasing temporarily leads to a heightened focus on and increased processing of negative emotion, which might eventually have a resolving effect on these emotions. This explanation seems probable considering the nature of paraphrasing, which entails repeating emotional narrations in a pointed way, thereby sharpening and clarifying the emotional experience. In a study on the relationship between therapist pre-session mood, therapist empathy, and session evaluation, Duan and Kivlighan ( 2002 ) found that intellectual empathy (demonstrating an understanding of the client’s perspective, i.e., empathic paraphrasing) was positively correlated with client-perceived session depth (power and value of the session), but not correlated with perceived session smoothness (comfort and pleasantness of the session). In a way, paraphrasing confronts people with what they are feeling, and thus can stimulate a deeper processing of negative emotion (depth), which temporarily involves higher autonomic arousal and may even be perceived as trying and hard work (smoothness), but eventually abets resolution of the emotional conflict. It however seems unlikely that this process advances automatically without fueling cognitive work such as reappraisal and re-adjustment of goals and schemas. Yet, the clarifying focus on one’s own emotion, accompanied by the non-judgmental stance of empathic paraphrasing might strongly push this process forward. This notion is in line with Rogers’ original claim to evoke personal growth and transformation in the client through empathic paraphrasing, thereby achieving therapeutic change (Rogers, 1942 , 1951 ).

Also, considering the findings from mimicry and language matching research, which have demonstrated that being treated empathically on basal levels such as facial expression and language style promotes attitude and behavior change, it seems plausible that empathic paraphrasing may foster socio-cognitive processes in a similar direction. As paraphrasing contains a deliberate effort to verbally align with the narrator, it may generate a shared situation model and in this way promote successful communication. It would be interesting to consider if empathic paraphrasing, as it bears a certain resemblance to mimicry on a verbal level, can also stimulate pro-social behavior in the person being paraphrased; for instance a greater willingness to open up for the other party’s perspective on the conflict. This would strongly support the idea of paraphrasing stimulating a clearance of negative emotion.

There seems to be wide consensus between psychotherapists of different disciplines that psychotherapy benefits from an optimal level of arousal in the client, similar to the Yerkes–Dodson law, which posits an inverse U-shaped correlation between arousal and performance in complex tasks (Bridges, 2006 ). Markowitz and Milrod ( 2011 ) argue that emotional arousal is central for engaging the client in psychotherapy and making the therapeutic experience meaningful. They claim that the therapist’s ability to understand and respond empathically to negative emotional arousal should be considered the most important one of the common factors of psychotherapy. The therapist provides support and at the same time acts as a model, teaching the client to tolerate, verbalize, and integrate their feelings. Thus, negative feelings diminish and lose toxicity. In a similar vein, the traditional concept of the “corrective emotional experience” by Alexander and French ( 1946 ) describes the transformation of painful emotional conflicts as re-experiencing the old, unsettled conflict but with a new ending. This notion, which has gained ample empirical support, holds that processing emotional conflicts within a safe and empathic environment is necessary for therapeutic change (Bridges, 2006 ).

A resembling road is also pursued by acceptance and mindfulness-based interventions. Research on acceptance-based and mindfulness-based therapy has shown that accepting and mindfully observing negative emotions (instead of trying to suppress them) leads to the dissolution of these emotions (Eifert and Heffner, 2003 ; Arch and Craske, 2006 ; Hayes-Skelton et al., 2011 ). Czech et al. ( 2011 ) cite several experimental studies which have demonstrated that acceptance of negative emotion decreases distress and increases willingness to engage in challenging tasks. Empathic paraphrasing may have similar effects, as it essentially applies the principles of mindfulness and acceptance from the outside – through a listener who takes on an accepting role, thereby prompting the narrator in the same direction. Offering cognitive empathy through paraphrasing draws attention to emotions, non-judgmentally describes and accepts them, and is thus very similar to acceptance-based and mindfulness-based therapy. The central difference might be the locus of initiation of these processes, which in the case of empathic paraphrasing comes from somebody else. Comparing the effects of mindfulness and empathic paraphrasing and investigating the potential consequences of this difference on emotion processing and emotion regulation could be an interesting research focus for future studies.

Limitations of the present study

A potential short-coming of the present study pertains to the nature of the control condition, which consisted of taking notes silently. It could be argued that, as only the experimental condition involved speech, the differences found might be due to a general effect of being spoken to, rather than to an isolated effect of empathic paraphrasing. However, it should be noted that within a social conflict situation, the content of a reply to emotional descriptions can never be perceived as completely neutral, and any control condition involving speech will induce emotional effects of its own, e.g., irritation or even anger caused by inapplicable verbal comments of the interviewer following participants’ emotional disclosure. The present control condition was deliberately chosen for providing a neutral baseline against which the effects of empathic paraphrasing can be tested before moving on to other modes of comparison.

An aligned point of concern might be that it cannot be ascertained how the control condition was perceived by participants. For instance, even though they were informed that the note-taking simply served the purpose of bolstering the interviewer’s memory during the conversation, some participants may still have worried about the notes containing subjective judgment. This would most likely induce stress and add an emotional bias to the control condition. In this case, however, one would expect an increase in autonomic responses during the control condition, which did not occur. Still, considering these shortcomings of the control condition, the results need to be reproduced with varying kinds of control conditions involving speech before they can be viewed as definite.

It should also be mentioned that this study focused exclusively on short-term emotional reactions to paraphrasing, in order to obtain a constitutional data base illustrating the regulatory effect of this communicational technique. Our results suggest that in addition to influencing immediate emotional valence, paraphrasing sets in motion an initially arousing process of coping with negative emotions associated with the social conflict, which eventually may lead to resolving these emotions. However, as we did not assess longitudinal measures pertaining to the emotions associated with the social conflicts in question, this conclusion has to remain speculative until backed up by further research.

Finally, the relatively small sample size of the study makes it prone to distortions from individual variations and gender differences, e.g., in emotion expression. Again, replication of the results based on larger groups of study participants is called for.

Conclusion and directions for future research

The present study provides first experimental evidence that offering cognitive empathy through paraphrasing extrinsically regulates emotion in social conflict. Paraphrasing led to less negative feelings in study participants, while at the same time inducing higher autonomic arousal, which subsided after a short period of time. A possible explanation for these findings is that empathic paraphrasing stimulates an increased and focused processing of negative emotion in social conflict, and thus may contribute to resolving these emotions.

Future studies investigating the emotional effects of demonstrating cognitive empathy may further scrutinize the short- and long-term effects empathic paraphrasing has on arousal, and test the hypothesis that paraphrasing induces a cognitive-emotional process which facilitates the resolution of negative emotion in social conflict. Also, it would be interesting to investigate the dynamics of this process more closely and identify factors necessary for its successful development. Presently, we are working on a neuroimaging paradigm designed to overcome some of the above mentioned shortcomings and further explore the effects of empathic paraphrasing on the disposition to consider other people’s perspective in social conflict.

Conflict of Interest Statement

The authors declare that the research was conducted in the absence of any commercial or financial relationships that could be construed as a potential conflict of interest.

Acknowledgments

This study was financially supported by the Cluster of Excellence “Languages of Emotion” at Freie Universität Berlin which is funded by the DFG (German Research Foundation), and by the Open-Access publication fund of the DFG and the Freie Universität Berlin.

Example of a paraphrasing sequence

Interviewer: “What is worst for you about this situation?”

Narrator: “The worst thing is not knowing what happens now, well, this uncertainty. I mean, there is a problem, I have to make sure the rent is being paid, because in the end I am responsible, because I am in the rental agreement…and then – not being able to deal with that situation, not being able to act, because I just don’t know what is going to happen. The worst…now I am not so sure anymore, what was worst about it – well, also interpersonally it was very disappointing, because after all I took care of everything, voluntarily, and…I mean, when she is acting this way now, that is also a lack of recognition for what I do, what I accomplish. For my whole courtesy. What aggravates things is that is was clear from the beginning that she does not do so well financially, but urgently needed an apartment, and I let her move in with me to help her. And that is something that is…not being trampled under her feet…but you notice that there is a lack of recognition. Well, I think this second issue is worse than the first one.”

Interviewer: “So it is a combination, is it? For one, this thing, that in some way your existence is on stake here, that you are saying, this uncertainty is hard to bear – that you do not know how the rent is going to come around in the future. And then also the interpersonal issue, that you are saying you are disappointed of her, because you helped her, and in return you get this now, right? Especially the lack of recognition, the interpersonal treatment is what is worst – did I understand that correctly?”

Narrator: “Yes.”

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IMAGES

Paraphrasing: Everything you need to know
10 Simple Paraphrasing Techniques for Content Creators
paraphrasing therapeutic communication examples
Complete Guide For Paraphrase Steps
Successful Process of Teaching Paraphrasing To Young Writers
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VIDEO

Paraphrasing as a Scientific Writing
PARAPHRASING TECHNIQUE
A Communication Technique That Will Change Your Life
paraphrasing technique إعادة الصياغة) للطلبة الجامعي)
Paraphrasing and Rephrasing
Class 8 English Exp. 4 .Activity 4 .3. 3 Paraphrasing and Rephrasing page no 51 -53

COMMENTS

50 Top Paraphrasing In Communication Skills (2023)
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.
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 ...
Paraphrasing for Effective Communication
The most important secret of effective communication. If you do nothing bu this, you will instantly become a better communicator. 844-655-1545 | Click here to book a 100% FREE Consultation. Menu Close. ... Today we're going to talk about paraphrasing. Unfortunately, paraphrasing is a word that gets used and misused a lot.
How to Paraphrase
Source text Paraphrase "The current research extends the previous work by revealing that listening to moral dilemmas could elicit a FLE [foreign-language effect] in highly proficient bilinguals. … Here, it has been demonstrated that hearing a foreign language can even influence moral decision making, and namely promote more utilitarian-type decisions" (Brouwer, 2019, p. 874).
Paraphrasing and Summarizing: Communication Skills for Empathy
First, they can help you to check your understanding of the message and avoid misunderstandings or confusion. By paraphrasing or summarizing what you have heard or read, you can verify that you ...
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Paraphrasing is an important technique to excel in effective communication. However, that would not be possible with out active and empathic listening. Listening helps us understand, relate and ...
Mastering The Art Of Paraphrasing For Effective Communication
You'll be amazed at how much more connected you can feel with your loved ones by simply using paraphrasing techniques in your personal conversations. Paraphrasing in relationships is a powerful tool that can help build deeper connections, foster understanding, and create a safe space for open communication.
Paraphrasing Sentences: Clear Rewriting Techniques
Paraphrasing is a technique of saying someone else's ideas in your own words so that you restate the meaning without copying. It's a way to build on other people's data or concepts, but it's important to cite the original source, particularly in academic writing; otherwise, it's considered plagiarizing. Paraphrasing a sentence is ...
Paraphrasing and Summarizing
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.
Techniques for Paraphrasing
An effective paraphrase includes more than one of the following techniques. If you use only one of these techniques when paraphrasing, you have not paraphrased effectively. Change a word from one part of speech to another; Original: Medical professor John Swanson says that global changes are influencing the spread of disease.
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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.
Communication skills
Paraphrase by saying…. · "So, what I hear you saying is…". · "So, from your point of view…". · "It sounds like you…". · "So, you mean…". · "Let me see if I've ...
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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
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Paraphrasing is a writing technique often used when you want to put someone else's thoughts or ideas into your own words, while keeping the same meaning. People often use paraphrasing to: ️ avoid plagiarism , ️ make the complicated language easier to understand, or. ️ explain the ideas of someone else in a way that is easier to understand.
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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 ...
Paraphrasing in Therapeutic Communication
Paraphrasing is a communication technique where a listener rephrases or rearticulates the speaker's words. In therapeutic communication, this skill is employed to convey understanding, validate emotions, and promote a deeper connection. It involves capturing the essence of the speaker's message while using one's words, fostering trust ...
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 ...
How to Paraphrase
Speaker: "I'm having a hard time communicating with Bill and I don't know what's going on." Paraphrase: "It sounds like you're frustrated that you and Bill aren't getting along." Speaker: "Yes... and I think he's avoiding me on purpose." In this example, the paraphrase allows us to find out that the speaker is concerned that Bill is avoiding him.
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 ...
How to Use Labeling, Mirroring & Paraphrasing to Engage, Influence
This is a continuation of the series of communication fundamentals, where I teach you basic communication techniques and strategies. If you use these strategies, you will shine with your communication, I promise you that.So we started by discussing an awesome and super simple strategy, which is YES AND. By using Yes and, you are open in your communication and foster the creation of new ideas ...
Reflecting and Paraphrasing • Counselling Tutor
Part of the 'art of listening' is making sure that the client knows their story is being listened to. This is achieved by the helper/counsellor repeating back to the client parts of their story. This known as paraphrasing. Reflecting is showing the client that you have 'heard' not only what is being said, but also what feelings and ...
Effective Paraphrasing In Conflict Resolution: Key Examples
By restating the speaker's message in your own words, you can have a clearer understanding of their point of view and promote effective communication. This technique, called paraphrasing, has many benefits in conflict resolution. Firstly, it helps prevent misunderstandings and clarifies any confusion that may arise during a conversation.
Techniques of Therapeutic Communication II: Focusing, Paraphrasing, and
4.6: Techniques of Therapeutic Communication II: Focusing, Paraphrasing, and Summarizing. Focusing involves centering a conversation on a message's critical elements or concepts. Focusing is valuable if the talk is vague or patients begin to repeat themselves. Sometimes, when patients are asked about their symptoms, they may go off-topic and ...
Effects of Empathic Paraphrasing
The technique of empathic paraphrasing, which is investigated in the present study, can be categorized as aiming at affect improvement and engagement within this classification framework. ... Effective communication during an influenza pandemic: the value of using a crisis and emergency risk communication framework. Health Promot. Pract. 9 ...