Search
Advice » In the Workplace» Workplace Issues » Improve Your Admin/Support Comm ...
Improve Your Admin/Support Communication Skills

Improve Your Admin/Support Communication Skills

The most successful professionals in administrative jobs network, speak clearly and write effectively. So now it's time for the master class to attain a higher level of communication expertise. These tips will guide you.

Manage the Message

Regardless of the situation, always communicate with respect, advises Ronnie Moore, author of Why Did I Say That? Communicating to Keep Your Credibility, Your Cool and Your Cash! That means considering others’ needs while keeping your cool. Try to:

  • Identify the kind of information the person likes. Does she want just the facts? Does he like anecdotes? Providing information in the other person’s preferred style of communication will make your words more effective. 
     
  • Focus on issues, not the person attached to them. No matter how angry you are or he is, attacking the issue instead of the person is the only way to be successful. 
     
  • If this individual is a regular part of your working life, find out if he prefers email, phone or speaking in person. “Even troublesome people appreciate being asked how they would like to receive communication,” Moore notes.

Communicate Across Cultures

Cultural and language barriers can break down communication faster than a pileup at rush hour -- and do as much damage. To communicate well with people of other cultures, follow this advice from Kate Zabriskie, president of Business Training Works:  

  • Speak slowly, not loudly. Raising the volume rarely makes someone understand you better.
     
  • Assume nothing, and be specific. You may know how things work, but not everyone does. So give them the details you take for granted. 
     
  • Consider written communication instead. Email can be read repeatedly before responding, which increases comprehension. But if you go that route, pick up the phone periodically so your tone can be more easily understood. 
     
  • Mind your manners. When all else fails, say thank you and sorry when needed.

Convey Complicated Ideas

Moore recommends signposting, or organizing information into smaller segments and listing those segments by number. This helps set listeners’ expectations for information and ensures your message is being received. It looks something like this:

Here are four ways to contact me while I am attending the conference:

1. cell
2. email
3. hotel number
4. convention office number.


“You'll be amazed at how effective signposting can be,” Moore says. “If you promise four and you communicate only three, the listener will probably remind you that he or she was expecting more.”

Make Communication (Inter)Personal

With the advent of email, it’s easy to minimize face-to-face interactions. You may feel that staying at your desk and communicating electronically or by telephone makes you more efficient. But it has a cost.

Isolating yourself hinders your ability to be a truly effective communicator, says Peter Handel, chairman, president and CEO of Dale Carnegie Training. “Avoid the overuse of email,” he advises. “Instead, request regular face-to-face meetings.”

Why meet face-to-face? For one thing, it’s hard to gauge tone from an email. For another, people like to be able to look you in the eye occasionally and check out your body language. It’s human nature. As a result, “the human interaction allows for clearer and stronger communication,” Handel says.

Convey Your Image

And let’s not forget the importance of unspoken communication. Do you know what your workplace attire is saying about you?

Consider this example from April Masini, an author and image expert: “If you work at a creative ad agency where selling the next new black is your currency, a navy serge suit with a conservative haircut could turn Mr. Conservative into Mr. Out-of-Work. The same is true for a bank employee wearing a neck full of bling with grills to match. Context is everything.”

The Benefits of Better Communication

Improving your communication skills has a serious upside. Getting ahead might simply be a matter of getting your point across in ways those around you are comfortable with. People who communicate better are perceived as being more responsible and effective, and those are the same people who usually are rewarded with raises and promotions.

Articles in This Feature:

Latest Jobs

Cafe Excellence, Inc.
Posted: 07/31/2014
Audubon, PA, 19403
Work 22
Posted: 07/31/2014
DOwney, CA
Del Mar College
Posted: 07/31/2014
Corpus Christi, TX, 78404
The Brixton Group
Posted: 07/31/2014
Philadelphia, PA, 19103
Seagate
Posted: 07/31/2014
Santa Clara, CA, 95054

Want more personalized results?  Update Your Profile

 
 
 

Monster Communities

Teaching Community
Where teachers meet and learn.
ArtBistro
Create and connect.
Excelle
Networking for the career-minded woman.
Nursing Link
Where nurses call the shots.
More Monster Communities

Monster Partners

Scholarships
Scholarships, financial aid and more ways to pay for school.
Education.org
Find top campus and online degree programs.
Military.com
Military portal for the US Army, Navy, Air Force, Marine Corps and Coast Guard.
Financial Aid
Scholarships & financial aid.
Staffing for Government Jobs
Staffing and hiring solutions for federal government agency jobs.
More Monster Partners

Job Hunt Strategy

Six Ways to Make a Recruiter Hate You
If you want to blow your chances with recruiters -- and, by extension, with the companies they work for -- here are six perfect ways to do so.

Resumes & Cover Letters

Rev Up Your Resume to Relocate
Hoping to relocate? Get the ball rolling on landing the right job in the right location with these expert resume and cover letter tips.

Interviewing

100 Potential Interview Questions
Interview questions can run the gamut. You probably won't face all 100 of these, but you should still be prepared to answer at least some of them.

Salary & Benefits

10 Questions to Ask When Negotiating Salary
Most of us aren't natural negotiators, but asking these 10 questions during salary negotiations can help you get everything you deserve.

Employee Sourcing

Alt text
November Monster Employment Index Grows 13% Year-Over-Year, Tenth Consecutive Month of Positive Annual Growth.

For Seekers

Campus and Online Degrees
Advance your career and earn more with an online degree.
Free Salary Wizard
What are you worth? Find out and negotiate a better salary.
Research Careers
Get information on jobs and career paths to help guide your choices
Questions & Answers
Find answers to all your career related questions -- powered by Yahoo! Answers
Resume Distribution Service
Our distribution service puts your resume right in the hands of recruiters.
Resume Writing Services
Our experts will craft a keyword-rich resume that stands out in the crowd.
More Career Resources

For Employers

Career Ad Network
Target your job posting to more candidates on thousands of websites.
Hire Right Background Checks
Explore our background check packages to improve the quality of your hires.
Hiring Home Page
Find the best candidates for your business with Monster hiring solutions.
Job Postings
Find the right solution for your hiring needs. Starting at $99.
Power Resume Search
Monster's new search technology precisely matches people with your jobs.
Resource Center
Find staffing insights, labor trends, HR best practices and more.
Target Post
Connect with skilled, hourly and administrative candidates for only $99.

Social Media

Jobs on Twitter
Find jobs in your area and industry.
Monster Careers
Tune into our career advice and discussions tackling a wide range of topics and industries.
Monster Corporate & PR
Stay up-to-date on the latest news. Get the 'Who', 'What', 'When', and 'Why' on all things Monster related.
Monster Customer Service
Got a Monster question? We've got the answer. Whether you're a job seeker or employer, we can help you find the answers you need.
Monster for Employers
Find advice on hiring.
Follow Us
Check out our many pages and stay connected with the latest industry news, events, career advice and job openings.

Other Links

Monster Company Profiles
Explore companies and get information to guide your career decisions.
Compare Salaries
See how your pay stacks up to others in your field.
iPhone Application
Download the Monster app for iPhone and iPod touch.
Monster Job Seeker Blog
Monster Job Seeker Blog.
Monster Thinking Blog
Monster's Recruitment Trends Blog.
Jobs & Career Resources
Search Jobs:
For Employers: Post Jobs | Search Resumes | Advertise
About Monster | Work for Monster | Advertise with Us | AdChoices | Partner with Us | Investor Relations | Social Media
Terms of Use | Privacy Center | Accessibility Center | Help | Security | Contact Us | Sitemap | Mobile
©2014 Monster - All Rights Reserved U.S. Patents No. 5,832,497; 7,599,930 B1; 7,827,125 and 7,836,060 MWW - Looking for Monster Cable? - V: 2014.4.35.44-215
eTrustLogo