Communication Skills Every Admin Should Have
Secretaries are often the first point of contact for clients, colleagues, and vendors. Therefore, communication is one of the most crucial skills you can develop. Here’s how to excel in communication as an administrative assistant.
1. Active Listening
One of the most underrated communication skills is listening. When interacting with clients or colleagues, practice active listening by maintaining eye contact, nodding, and paraphrasing what the other person has said. This ensures that you’re fully engaged and that the other person feels heard.
2. Clear and Concise Writing
From writing emails to drafting memos, you’ll need to communicate clearly and effectively in writing. Avoid jargon, use bullet points for clarity, and keep sentences concise. Proper grammar and punctuation are essential to maintain professionalism.
3. Handle Phone Calls Professionally
Answering phone calls is a big part of the job. Always answer with a friendly, professional tone, introduce yourself and the company, and be ready to take notes or transfer the call efficiently. Politeness and patience go a long way in creating a positive impression.
4. Body Language Matters
Your body language can say a lot, especially in face-to-face meetings or when interacting with clients. Maintain good posture, smile, and use open gestures to seem approachable and confident.
5. Know How to Say “No” Diplomatically
You may often receive conflicting requests or need to manage tight schedules. Learning to say “no” politely yet firmly is key. For example, “I’d love to help, but I need to finish this task first. Can I get back to you later today?” shows willingness without compromising your current responsibilities.
Conclusion
Communication skills are the foundation of a secretary’s role. By practicing active listening, mastering written communication, and understanding the nuances of verbal and non-verbal cues, you’ll ensure seamless interactions that benefit your workplace.
