Having solid communication skills is an essential part of being a successful administrative support professional. As you’re searching for your next job, there are some things you can do to improve your skills and give yourself an advantage over your competition. Here are a few tips to consider for improving your communication and landing your next job as an administrative assistant:
- Phrase the message for the audience. Not everyone has the same communication style. As the administrative support professional, it is your job to determine the right style for each of the people you work with. This level of flexibility is important for a successful admin. Does your boss like to be spoken to with a direct tone or do they prefer a more gentle approach? Determine the right tone for each of them and work with it.
- Focus on the issues, not the person. When communicating with other individuals, be very careful to pay attention to the message and the issues — rather than the individual. It is very easy to make disagreements personal but this is an absolute communication killer. If you need clarification on a portion of the discussion, frame it in such a way that it doesn’t sound like a direct attack or that you are being defensive.
- Ask about preferences. Just like tone, everyone you work with will prefer a different mode of conversation. Does your boss prefer you pick up the phone to talk with him? Is an email or a text message better? And keep in mind that just because your boss prefers this form doesn’t mean other people you work with do. Cater your message delivery systems to each individual with whom you work closely.
- Don’t assume. If you don’t understand something or need clarification, be sure to ask. If you decide to move forward based on your assumptions, you may end up stalling the project in a crucial place while you have to back track and fix the problems that could have been avoided from the start.
- Be specific. Along with making assumptions, another big communication killer is vagueness. Don’t settle for incomplete instructions or nebulous ideas about what needs to be done next. Be specific, ask for specific answers, and provide specific details along the way.
- Be polite and respectful at all times. Finally, nothing is better for healthy communication than respect for the other party. Always treat your boss, your co-workers, and your clients with the utmost respect. Even if you feel that the respect is not being returned, it is still better for you to take the high road on these situations and be polite. You’ll find yourself accomplishing more this way.
Are you looking for your next administrative job? Harvard Resource Solutions is staffing for jobs in Troy MI and can help today!