4 Ways to Improve Your Communication Skills

As an Administrative Professional, perhaps the most important aspect of your job is communication. You have to get messages across clearly so that your team is well informed and supported, and your mannerisms should mirror your professionalism. Having these skills is a requirement, but that doesn’t mean you can’t develop them. Improving your communication skills will help you be more assertive, build your confidence and professionalism, and make life easier for everyone. Communication might seem simple (and it would be if it wasn’t for other people!), but it takes time and experience to truly master. Here are a few pointers to advance your communication skills and enhance your career.

Active Listening

The first step is making sure that you’re listening to the speaker, and not just hearing. Maintaining an open posture and eye contact, except when taking notes, and avoiding interruptions will let the speaker know that you’re paying attention and understanding what they’re talking about. The seemingly small things go a long way when you’re talking to people. Remembering someone’s name, for a start, or the key points of your last conversation, even just asking how they are, will show that you are personable, interested and engaged. If you don’t understand, then clarifying questions are always a smart idea, especially when dictating or taking minutes for a meeting. If you’re ever unsure, remember that it’s always better to ask now than to realise you have the wrong idea later, especially if you’ll be passing this message onto someone else.

Details like dates and deadlines, or the people that will be involved in a project, are essential, but it’s very useful to take down more comprehensive notes. Be observant and note down smaller details like what the best times to talk to people are or what they’re like to work with, and listen for the different nuances in conversation in so that your notes are more fully formed, and you know the best times to approach people. Hassling whomever you support just before a large board meeting is not the best idea and will result in clipped answers and a minimal amount of useful information.

Active Speaking

Often, Admin and Support Professionals are on phone duty or will have to give presentations to small groups of people, so taking your active speaking skills a notch up is well worth the time. Don’t be afraid to be assertive and confident! Offer your opinion when there’s an open forum; sometimes the outside point of view is what helps to reveal a great solution. The people you support may be within the executive ranks of your business, but occasionally you might need to point out something going on behind the scenes that hasn’t been acknowledged yet. While they deal with the major projects, keep the details in order and make sure that everything is running according to plan – this is what lays the groundwork for their success, and thus the success of the business. This means that it’s important to not let yourself be used as a doormat when you’re coordinating other people. Put your foot down when it’s appropriate and make it clear when, where and who needs to complete a task, and most importantly, why. Speaking clearly, at a good pace and with a strong posture, will ensure that people sit up straight and listen when you’re talking to them. Once you are comfortable with speaking in this assertive manner, your confidence will follow.

Thinking on Your Feet and Into the Future

You shouldn’t have to be asked to do everything, using your initiative and completing necessary tasks without having to be directed to will be appreciated by everyone. Being well prepared ahead of time by using your time now to set yourself up for an easier day tomorrow will help both you and those you work with. After all, if there is an obvious ‘next step’ to the task you’ve just completed, you may as well go ahead and make plans or the necessary arrangements rather than waiting! You may also want to take more of a long-term view. When taking notes, recognise what will be coming up in the future; have notes, documents and reports ready and at hand and keep the people you support aware of everything that they have on their plate

A large part of this is being clear and concise. It might sound like common sense, but keep all communications to the point and clearly organised. Rather than forwarding on a string of individual emails, save them all into a folder or send them as attachments through a single email with a concise, accurate summary of the contents, what your expected results are and what, if anything, you need from other people. Again, make sure you do this before it is required to prevent anyone panicking about deadlines or worse, delivering whatever it is you need, late.

Confidential & Sensitive Information

As you move to the higher, executive levels of administration and office support you’ll be dealing with increasingly sensitive information. Here, the key communication skill is discretion. It is vital to know when it is appropriate to send an email, make a phone call or have a face to face talk with someone. You need to be cautious and again, use your initiative when deciding who to share sensitive information with. If anything occurs to affect a situation, discretion is crucial in dealing with fallout or finding an alternate solution. Office gossip is your worst enemy here, and often you’ll need to take it upon yourself to shut it down quickly and discreetly. Directly address the specific perpetrators of the gossip and inform them of the ramifications of their actions in a confidential location where no one can overhear the conversation. Keep the number of people involved to the necessary minimum and remind everyone to keep confidential information to themselves.

Summary

In summary, having the essential communication skills will get you through, but maintaining them at a standard of excellence will make you a more rounded professional. Communication is a two-way street, and there are certainly some things that you can’t control. However, doing your part and making the effort to communicate clearly, concisely and persuasively will go a long way to better supporting your manager and will be hugely appreciated those you work with, as well as reducing the risk of misunderstandings or conflicts.

If you have any questions about this article or would like some help with fine-tuning your communication skills, contact us today.