If you want to be successful in an administrative role, strong communication skills are essential. Without them, you won’t be able to write effectively or convey your point properly when speaking, both of which can harm your overall performance.
Luckily, improving your administrative skills doesn’t have to be challenging. If you want to enhance your capabilities, here’s how to get started.
Communicate With Respect
Effective communication requires sharing your message respectfully. This includes anything from catering the content to your audiences preferred style to not allowing your feelings about a person to impact your delivery.
Essentially, you need to learn to be considerate of the needs of others while remaining calm and professional at all times. For example, if a manager prefers email over phone calls, then use that platform whenever possible. If you are in the midst of a disagreement with another person, concentrate on the topic instead of the person.
Additionally, exercise caution when communicating across cultures. When holding a discussion, concentrate on speaking slowly, not loudly, if a language barrier is involved. Similarly, don’t let assumptions or stereotypes impact your approach. Otherwise, your chance of being disrespectful increases dramatically.
Simplify Complicated Ideas
Administrative professionals often have to communicate complicated ideas to people who aren’t as familiar with the subject. By learning to simplify the concepts, you can communicate the core message more effectively.
Often, this involves breaking the topic down into smaller chunks and using simple language. Avoid industry or subject-related jargon and acronyms unless they are well-known by your audience, and don’t be afraid to embrace numbered lists to make points easier to follow.
Convey Your Image
During a conversation, your words aren’t the only thing that is communicating your message. Non-verbal cues, like your body language, and your attire also take part in the discussion.
If you want to be viewed as a professional, you need to dress the part. While what you need to wear varies by environment, consider the standards of your workplace as well as the attire of individuals you respect, then work to select options that align with the norm.
As you speak, you also need to be aware of how you move and position yourself. Crossed arms indicate disinterest and defensiveness, so try to maintain an open posture whenever possible. Similarly, fidgeting can be distracting and may suggest you are bored or antsy, so be aware of your movements at all times. More often than not, smiling works in your favor, making you seem welcoming and friendly.
By following the tips above, you can improve your administrative skills by becoming a more effective communicator. If you’d like to learn more about how to excel in an administrative role or are seeking a new position, the professionals at Career Options can help. Contact us to speak with a member of our skilled team today and see how our unique services can assist you in taking the next step in your career.