paraphrasing in communication

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

Keep reading >>>

Personal Development

What is Reflecting?

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

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

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

Two Main Techniques of Reflecting:

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

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

Paraphrasing

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

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

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

Reflecting Content, Feeling and Meaning

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

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

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

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

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

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

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

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

“ You feel very confused by him? ”

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

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

Guidelines for Reflecting

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

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

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

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

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

Table of Contents

Paraphrase Definition: What is Paraphrasing?

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

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

Why is Paraphrasing Important?

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

Here are some key reasons why you should paraphrase:

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

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

When Should You Paraphrase?

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

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

What Are the Benefits of Paraphrasing?

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

Avoiding Plagiarism

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

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

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

Enhancing Understanding

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

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

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

Tailoring Information for Your Audience

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

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

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

Improves Writing Skills

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

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

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

Saves Time and Energy

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

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

Examples of Paraphrasing

Here are some examples of paraphrasing:

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

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

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

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

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

Paraphrasing

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

The use of quotation marks is vital when quoting.

Summarizing

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

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

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

Conclusion (In Our Own Words)

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

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

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Paraphrasing Examples for Better Communication

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Effective communication is vital in today's fast-paced world. Paraphrasing is a valuable tool that helps people convey complex ideas and information in a simplified and understandable manner. Here we will discuss the importance of paraphrasing for better communication and provide examples that demonstrate its application in different contexts.

What is Paraphrasing?

Paraphrasing involves expressing the ideas, thoughts, or information found in another source using your own words. It is a vital skill in many professional, academic, and everyday situations where accurate and clear communication is necessary. The goal of paraphrasing is to simplify or clarify the original message while maintaining its essence and meaning.

Why is Paraphrasing Important for Better Communication?

Improved Understanding: Paraphrasing helps in breaking down complex ideas and jargon into simpler language, making it easier for your audience to grasp the message you are trying to convey.
Avoiding Plagiarism: In academic and professional settings, paraphrasing is essential to avoid plagiarism, which can have severe consequences for one's reputation and career.
Active Listening: Paraphrasing demonstrates active listening and engagement in a conversation, showing that you have understood and considered the speaker's perspective.
Enhancing Relationships: Paraphrasing can foster empathy and rapport between the communicator and the recipient, promoting collaboration and understanding in personal and professional relationships.
Cultural Sensitivity: Paraphrasing can help in adapting the message to suit the cultural context and language of the audience, ensuring effective communication across different backgrounds.

Tips for Effective Paraphrasing

Read and understand the original content thoroughly.
Use your own words and sentence structure.
Maintain the overall meaning and context of the original source.
Use synonyms and alternative phrasing where appropriate.
Cite the source if you are using specific ideas or information from it.

Original Statement (1): The current rate of global warming is alarming, and if we don't take significant steps to reduce our carbon footprint, the consequences could be catastrophic for future generations.

Paraphrase Example: The speed at which our planet is heating up is deeply concerning, and if we don't make substantial efforts to lower our carbon emissions, the impact on our descendants could be disastrous.

Original Statement (2): Many companies now offer flexible work arrangements, including remote work and flextime, which provide employees with better work-life balance and increased job satisfaction.

Paraphrase Example: Numerous businesses are now introducing adaptable work options, such as working from home and flexible hours, leading to an improved balance between personal and professional life and higher employee contentment.

Original Statement (3): A well-balanced diet, regular exercise, and adequate sleep are crucial for maintaining good health and preventing chronic diseases.

Paraphrase Example: Eating a varied and nutritious diet, staying physically active, and getting enough rest are essential for preserving our overall well-being and avoiding long-term health issues.

Original Statement (4): In today's fast-paced business environment, effective communication is a key factor in fostering collaboration, productivity, and innovation.

Paraphrase Example: In the rapidly-evolving corporate world, efficient communication plays a pivotal role in promoting teamwork, enhancing output, and stimulating creativity.

Original Statement (5): Research has shown that students who engage in extracurricular activities tend to have better academic performance and develop important life skills, such as time management, problem-solving, and teamwork.

Paraphrase Example: Studies indicate that students who participate in after-school activities generally demonstrate higher academic achievement and acquire crucial life competencies, including organizing their time, finding solutions to challenges, and working collaboratively.

As you can see, paraphrasing is a vital communication skill that helps simplify complex ideas, foster understanding, and enhance interpersonal relationships. By mastering the art of paraphrasing, you can improve your communication in various professional, academic, and personal settings. As demonstrated, paraphrasing allows for the clearer and more accessible expression of ideas, ensuring that the intended message is effectively conveyed to the listener. In a world where effective communication is paramount, developing strong paraphrasing skills can greatly contribute to success in both personal and professional spheres.

Olga Ayvazyan

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

By Paola Pascual on September 8, 2021

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

Paraphrasing definition

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

What is the purpose of paraphrasing?

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

#1 Achieve greater clarity

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

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

#2 Grab your audience’s attention

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

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

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

#3 Sell more

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

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

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

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

Paraphrasing techniques

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

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

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

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

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

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

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

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

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

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

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

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Paraphrasing tool

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

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

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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.

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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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50 Top Paraphrasing In Communication Skills (2023)

Active Listening and Understanding

2. Understand the main ideas

3. Listen actively and reflectively

4. Pay attention to nonverbal cues

5. Verify understanding with the speaker

6. Avoid interrupting while paraphrasing

7. Use "I" statements when paraphrasing

8. Restate information using synonyms

9. Break down ideas into digestible chunks

10. Highlight main takeaways

11. Change sentence structures

12. Use a thesaurus to find substitutes

13. Paraphrase complex ideas clearly

14. Use appropriate sentence stems

15. Be concise and to the point

16. Restate information with precision

17. Paraphrase complex language into simpler terms

18. Utilize owned language

19. Ask perception checking questions

20. Be empathetic in your paraphrasing

21. Paraphrase to build rapport

22. Use paraphrasing to confirm understanding

23. Be respectful in your paraphrases

24. Paraphrase to encourage dialogue

25. Use paraphrasing to demonstrate empathy

26. Paraphrase to show active engagement

27. Use paraphrasing to build trust

28. Avoid word-for-word repetition

29. Avoid inserting personal opinions

30. Stay objective in your paraphrases

31. Avoid misinterpretation

32. Avoid making assumptions

33. Avoid altering the speaker's meaning

34. Avoid paraphrasing in a condescending manner

35. Avoid rushing through paraphrasing

36. Paraphrase to enhance clarity

37. Use paraphrasing to clarify ambiguity

38. Adapt your paraphrasing to the audience

39. Paraphrase to confirm accuracy

40. Paraphrase to foster open communication

41. Pay attention to context and tone

42. Paraphrase to create a supportive environment

43. Use paraphrasing to clarify misunderstandings

44. Be mindful of cultural differences

45. Practice paraphrasing regularly

46. Practice paraphrasing with different topics

47. Use paraphrasing to facilitate problem-solving

48. Use paraphrasing to encourage further discussion

49. Paraphrase to help coach your employees

50. Always acknowledge the original source

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Why is Paraphrasing Important?

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