Office communication is one of the most important skills you can master as an administrative professional. Good communication ensures that everyone is on the same page, eliminating some sources of conflict and helping you manage your workload. Offering suggestions to your superiors is a tricky situation, however, as you do not want to overstep your bounds. Phrasing your suggestions in the right tone is just one way to improve office communication and get your boss to think you are a superstar.
Before you make a suggestion, you must prepare yourself for the conversation. Effective office communication cannot occur if you are unable to explain the issues you have been experiencing. One of the best ways to organize information is to document problems. Each time you encounter a problematic situation or policy, make a note of the issue. When you approach your superiors, you will have documentation of the problem. This makes it easier to address the issue objectively instead of getting emotional about it. Objectivity is one of the best skills an administrative professional can master.
Preparing for your conversation also gives you an opportunity to research your proposed solution. Office communication is more effective when you can back up your suggestions with research or information about best practices. Find out if other people are using your suggestion at other companies. If they are, find out whether it has worked as it was supposed to. Statistics will really strengthen your case, so try to get numbers whenever possible. If statistics are not available, talk with people in your industry or do some online research.
Timing your conversation appropriately is also important. You might have dozens of solutions in mind for one or two problems, but your boss likely does not want to hear about any problems after a particularly difficult board meeting or a late night at the office. Try to approach your superiors when they are at their most relaxed. When you approach your managers, communicate the problem in a way that does not place the blame for the problem on them. Their policies may have created the problem, but playing the blame game will make your bosses defensive, and they may not listen to what you have to say.
Maintaining eye contact during your conversation is one of the principles of effective office communication. Beth Taylor of PayScale Career News reports on a growing number of studies that indicate eye contact is a good way to get ahead in the workforce. Looking your superiors in the eye as you talk to them will also help you command attention and garner their respect. Respect is essential if you expect to communicate with your bosses effectively. The same principle holds true when communicating with coworkers.
If you notice a problem in the workplace, coming up with solutions is a good way to make yourself indispensable. However, you must approach your superiors in a professional way and make suggestions in a respectful manner. Talking with superiors is different than communicating with coworkers, so brush up on the principles of effective office communication before pitching your ideas to a superior.
(Photo courtesy of stockimages / freedigitalphotos.net)
Become a member to take advantage of more features, like commenting and voting.
Register or sign in today!