Whenever you need to communicate at work, whether it’s just a simple email or speaking to a client on your boss’s behalf, one thing is certain; you must always communicate with confidence. Confidence is a powerful communication ingredient to grab the attention of your audience and take you seriously.
As an administrative professional, you don’t just represent your boss; you also represent the client’s first impression of your company. This responsibility demands that you communicate with various stakeholders in a confident and professional manner.
We have identified 4 effective tips that will help you to communicate with confidence in all forms of professional interactions.
Channel your manager’s authority
Pay close attention to your manager’s general communication style. Channel it into your own so that you maintain your boss’s credibility when you are representing them. You are essentially piggybacking off of their authority and position to get your message across. Since you’re communicating on their behalf, it’s important that what you say is taken seriously. This is a great method for your confidence to improve rapidly as well as adding to your credibility amongst your colleagues and clients.
Upcoming Course: Practical Self-Confidence and Assertiveness Skills
Just a word of caution, don’t come across as too demanding or cocky, or even worse, aggressive. You want clients and colleagues to respect you, not think of you in a negative light.
Verbal communication: Plan what you’re going to say before you say it
Do you occasionally need to represent your boss in a meeting or a conference call? It can be so nerve-racking, right? Especially if you are dealing with high-level professionals because you don’t want to be blind-sided in any way.
To avoid this you need to be well-briefed in advance. Then, plan what you’re going to say so that when you communicate, you do so with confidence! Prepping in advance will help you remain calm, enhance the clarity of your message and decrease the dreaded “uhms” and “aahs” that may slip out. Planning will also help keep your message concise as you don’t want to later repeat points that you’ve previously made.
Written communication: Get a second opinion
Whether you’re sending an email on behalf of your boss or have a report to compile, have someone else read your work. Another pair of eyes is more likely to spot minor spelling errors or any confusing sentence construction. It will prevent any ambiguity as well as any language that may be taken as offensive.
Having someone proofread might take up extra time, but it will help you improve the quality of your written communication. Remember quality over quantity improves your credibility.
Be assertive and don’t be shy to give your opinion
Assertiveness often goes hand-in-hand with confidence. To improve your confidence, you need to be assertive in your communication – even if it means disagreeing with the person you’re communicating with (your boss included). If you are asked for your opinion on a topic and it differs from someone else’s, you should still give it. Don’t be afraid to go against the tide as being assertive also shows your own inner strength and it will improve your communication and even earn you some extra respect.
Speaking in front of people may be intimidating but remember that you’re not there by mistake; you were chosen. Administrative professionals are expected to continuously provide invaluable support to their manager and your communication skills are critical to achieving this.
Not all of us are natural public speakers and some of us do need a bit of help along the way but you’ve got this! So as with everything in life, the more your practise, the better you will become at it. Practice, practice, practice and you’ll command the crowd and succeed in communicating with confidence at work!
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