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How to Communicate More Effectively
by
Dave Willmer, executive director of Office Team
Knowing how to communicate effectively, both verbally and in writing, is a
critical aspect of success not only in the administrative field but in the
overall business world as well. In fact, what you say and how you say it can
make or break your image in the workplace.
Administrative professionals with strong interpersonal abilities are able to
build rapport with colleagues. They know whose expertise to tap when they
need assistance and are adept at resolving conflicts and building consensus
among team members. Here are some ways to hone your communication skills:
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Prepare. Whether faced with speaking to an individual, a small group or
making a presentation in front of hundreds, remember that preparation and
practice are critical. The better prepared you are, the more confident and
relaxed you’ll feel and the less apprehensive you’ll be.
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Listen well. Perhaps the most important and the most frequently overlooked
communication skill is listening. Paying close attention to what the other
person is saying requires discipline and practice. Doing so will help you
avoid interrupting others and will assist you in welcoming differing
perspectives.
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Clarify your objectives and focus. Know why you are talking with or writing
to someone. What do you want to accomplish with your communication? Brevity
is always appreciated in the fast-paced business world. Before you dial the
phone or write an e-mail, take a moment to organize your thoughts so that
your questions or statements are clear and concise.
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Brush up on your writing. Today’s employers are searching for administrative
professionals who write well. Consider enrolling in a business writing
course. Make sure your documents flow, with transitions between paragraphs.
Don’t stray from your main points.
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Proofread all written communications. Spelling and grammar checkers are
helpful tools but are no substitute for your own eyes. Review everything you
write. Consider starting with the end of the document and reading paragraphs
in reverse order. This will help you focus more on mechanics versus content.
Choose your words carefully when e-mailing, since written messages can
appear more severe than intended.
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Know your audience. To whom are you directing the message – your manager? A
client? A colleague? The reason for the call or message, as well as the
identity of the recipient, will help determine its content and style.
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Repeat important information. In voice-mail messages, always repeat your
name and phone number as you conclude. When you’re receiving instructions or
complex information, reiterate what the other person said to prevent
misunderstandings.
If you practice these skills on a continual basis, you will likely discover
how your communication style may be enhanced for more professionalism,
clarity and effectiveness.
ABOUT THE AUTHOR:
Dave Willmer is executive director of OfficeTeam, the nation’s leading staffing service specializing in the temporary placement of highly skilled administrative and office support professionals. OfficeTeam has more than 300 locations worldwide and offers online job search services at
www.officeteam.com.
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Karen Porter, The Administrative Professional Job Performance and Career Success Coach™
