ABOUT THIS VIDEO
WEEK 6: Office Communications
Do you want to have greater impact on others? Get more of what you need? And have others be receptive to
your ideas? This week’s webinar is definitely for you. Learn to choose the right medium for maximum impact
Welcome to week six, Office Communications. This is one of my favorite topics and competencies; why?
Because the more I’m in the work place, the more I realize the role communication plays in our ability to be
successful and how it can slow us down. I can’t ever seem to learn enough about this subject, even though I
have several workshops on it. It’s one of those things that the more I know; I still need to learn more about it.
There are several pieces in this topic, but there are just a few that I find imperative to go over with you today.
I will be referencing from the book Become an Inner Circle Assistant, page 117, it reads: “Communication is
the art of exchanging information. In this chapter, we’ll explore communication under various circumstances
that prevail in office and workplace settings. It’s not you mama’s brand of communication. The end goal here
is to generate profits for the company and to keep on keeping on.” What will we be covering today? Well, to
start, did you know that communication is about building rapport or tearing down relationships? Whenever we
communicate with someone, whether it is via e-mail, telephone, or even face to face, we’re either building a
relationship or hurting our relationship.
There are three points I’d like to address today, they are:
1. Choosing the right medium: To be the star administrative professional, not that person that sits at the
computer and shoots e-mails back and forth all day, you know when it’s time to use the technology, and when
it’s time to have the “human” moment.•
You start with the end in mind. That is, what is the goal of your communications that day? Is it just to share
information? A meeting for the first time? Are you asserting your needs? Or maybe to get information from
them? Why do you need to communicate with this individual?
Next, you’d want to establish you relationship with this person. How long have I known them; for five minutes,
or for ten years? Are they a superior in our organization? Are they a vendor? Where do they work within our
organization? The question would be who are they and what’s my relationship with them.
Then you’d determine whether to write an e-mail, leave a voice mail, walk down the hall and talk to them, or
establish a meeting face to face.
It sounds easy, until you’re at your desk with dead lines to meet, your manager is at your desk asking for
something, the phone is ringing, and other things are distracting you. You get an e-mail when you know you
should pick up the phone and talk but you say “I don’t have time for that, I’ll just shoot them an e-mail real
quick.” But, the assistant that is on a journey of excellence, a cognitive-being assistant does not do that. The
idea is you’d have to stop, think of the items discussed, and then select.
2. Communicating with tact is an art and writing a tactful email is a science that requires purpose and
This is a major point. Too many times I have received e-mails from other assistants that were not tactful.
Expressing your view of something should be allowed, but it’s not so much of what you say, but how you say
it. Remember, when you send an email, the human moment is not there, therefore, you cannot set the tone
for those words. Thinking of what to say and how to say can take you a long ways.
3. The internet and email are great, but can create havoc for business: Did you know that studies have
shown 76% of American employers monitor their employees internet activities; 65% of employers are using
software to block staff access to certain sites; 55% retain and review e-mail messages; 50% store and review
computer files and 26% have fired workers for misuse of the internet. Please keep in mind, the company you
work for owns the e-mail you are sending, not you. Every time you send an e-mail from work, your company
name is attached to that e-mail. As a result, YOU could put your company in a bad light. But, YOU could also
put them in a very good light. Improper use of e-mail can increase spam and put your computer at risk of
viruses that could spread through out the entire company. In most cases, assistants are innocently sending
information with no ill intention. But the problem is, most of the time, they still get blamed or in trouble for it.
Being an assistant, you are given a lot of imperative information, be sure in forwarding information you are
allowed to do so before you send it out.
Activity for the week: If you do have a copy of Become an Inner Circle Assistant, review the chapter on
communications, because I cover everything from communicating assertively to how to give criticism. Aside
from that, be sure to focus on you tools you select. Use the model of STOP, THINK, AND SELECT. I’m willing
to bet that you will have a greater impact on people then you did in the past! Have a great week.
Another resource to check out, administrative blogs on communication.