Communication: THE key to better collaboration between assistants
22 February 2008
Read by 1590 persons
Because good communication allows an assistant to better understand their manager's priorities and therefore fully play their role as an assistant, but also because communicating well is not always easy, OfficeTeam provides an overview of the essential principles for preserving or establishing good communication. The specialist in temporary and permanent recruitment of assistants and secretaries lists them in 4 parts.
If good communication between a manager and their assistant contributes considerably to a good understanding and therefore to making a professional environment pleasant, it is also essential for the assistant. Indeed, it allows for better visibility of tasks and files, to anticipate, prevent, organize and plan, ... and to highlight all their skills and abilities. The manager then does not hesitate to rely on their collaborator and entrust them with increasingly important responsibilities. However, this "ideal" situation is not systematic. Before reaching it, it sometimes takes a lot of time... and frustrations for both the assistant and their manager. Often, however, it is simple small details that would make it possible to achieve this.
To get started
? Have or establish a clear definition of your position and objectives, have it validated by your manager in order to start on a good basis and know precisely what your role is and the extent of your scope.
? To communicate well with your manager, it is essential to know them well. Noémie Loubaton, OfficeTeam Regional Manager explains: "Before anything else, it is necessary to ask yourself the following questions and try to answer them: who is my manager? To what elements does he pay particular attention? What situations seem to be a source of stress for him? What are his priorities? What does he expect from his assistant?"
? Do your self-assessment: "What were the last sticking points? In what areas do I have weaknesses? How can I remedy them? What are my strengths for this position? Do I know how to highlight them? And if not, how can I achieve this?"
If necessary
? If the situation is tense, seems blocked and to make sure you are on the right track, ask for a meeting with your manager to take stock, define priorities together, etc. Obviously, this is not about improvising during this face-to-face meeting but about preparing it well, knowing exactly what you are going to discuss, being "practical", concrete, concise and full of suggestions. And Noémie Loubaton adds: "If necessary, reformulate the objectives and actions you have just determined and set a completion date. Your manager will only be more surprised and delighted to see how involved you are".
A principle that we do not deviate from
? Confidentiality: for your manager to have trust, communicate well with you and give you access to various information, you must demonstrate unwavering confidentiality!
Moreover, if you have to give them information that concerns them, they should simply be the first to be informed.
On a daily basis
? Be vigilant about your time management,
? Establish a schedule or schedules of deadlines, dates and "key" events,
? Manage the order of priorities, while remaining attentive to your manager's expectations,
? Adapt communication methods (telephone, email, face-to-face, etc.) according to the situation (emergencies, manager's travel, overloaded schedule, holidays, etc.) in order to give them the required information on time without disrupting their own work,
? Know how to listen, remember and ask relevant questions because if communication implies the exchange of information, it first requires good listening!
? Always keep your manager's challenges and expectations in mind,
? Adapt to your manager's personality, particularly during periods of stress and change,
? "Be proactive: offer them ideas that can help them optimize their tasks or their time. Moreover, if you cannot meet the deadlines or obtain information, inform your manager," advises Noémie Loubaton.
Because, as Noémie Loubaton, Regional Manager, OfficeTeam explains: "Too many assistants deplore the lack of communication with their manager and find themselves penalized. Because their superior does not tell them about ongoing files, they are confined to an administrative role when they have the skills and abilities to manage situations as diverse as they are complex. Because communication at work does not only cover the exchange of information. It involves trust, the actions taken after the message has been delivered and therefore the taking of responsibilities or even risks. Communication conditions not only the understanding between a manager and their assistant but also the interest of a position. Because it seems "obvious", it is too often neglected and it is not uncommon to hear an assistant lament that their manager does not "tell" them anything. Rather than locking themselves into this sphere, it is necessary to break the ice, try to find out why and what solutions to bring. Good communication is THE key to better collaboration!"
Posted on February 20, 2008
indice RH
If good communication between a manager and their assistant contributes considerably to a good understanding and therefore to making a professional environment pleasant, it is also essential for the assistant. Indeed, it allows for better visibility of tasks and files, to anticipate, prevent, organize and plan, ... and to highlight all their skills and abilities. The manager then does not hesitate to rely on their collaborator and entrust them with increasingly important responsibilities. However, this "ideal" situation is not systematic. Before reaching it, it sometimes takes a lot of time... and frustrations for both the assistant and their manager. Often, however, it is simple small details that would make it possible to achieve this.
To get started
? Have or establish a clear definition of your position and objectives, have it validated by your manager in order to start on a good basis and know precisely what your role is and the extent of your scope.
? To communicate well with your manager, it is essential to know them well. Noémie Loubaton, OfficeTeam Regional Manager explains: "Before anything else, it is necessary to ask yourself the following questions and try to answer them: who is my manager? To what elements does he pay particular attention? What situations seem to be a source of stress for him? What are his priorities? What does he expect from his assistant?"
? Do your self-assessment: "What were the last sticking points? In what areas do I have weaknesses? How can I remedy them? What are my strengths for this position? Do I know how to highlight them? And if not, how can I achieve this?"
If necessary
? If the situation is tense, seems blocked and to make sure you are on the right track, ask for a meeting with your manager to take stock, define priorities together, etc. Obviously, this is not about improvising during this face-to-face meeting but about preparing it well, knowing exactly what you are going to discuss, being "practical", concrete, concise and full of suggestions. And Noémie Loubaton adds: "If necessary, reformulate the objectives and actions you have just determined and set a completion date. Your manager will only be more surprised and delighted to see how involved you are".
A principle that we do not deviate from
? Confidentiality: for your manager to have trust, communicate well with you and give you access to various information, you must demonstrate unwavering confidentiality!
Moreover, if you have to give them information that concerns them, they should simply be the first to be informed.
On a daily basis
? Be vigilant about your time management,
? Establish a schedule or schedules of deadlines, dates and "key" events,
? Manage the order of priorities, while remaining attentive to your manager's expectations,
? Adapt communication methods (telephone, email, face-to-face, etc.) according to the situation (emergencies, manager's travel, overloaded schedule, holidays, etc.) in order to give them the required information on time without disrupting their own work,
? Know how to listen, remember and ask relevant questions because if communication implies the exchange of information, it first requires good listening!
? Always keep your manager's challenges and expectations in mind,
? Adapt to your manager's personality, particularly during periods of stress and change,
? "Be proactive: offer them ideas that can help them optimize their tasks or their time. Moreover, if you cannot meet the deadlines or obtain information, inform your manager," advises Noémie Loubaton.
Because, as Noémie Loubaton, Regional Manager, OfficeTeam explains: "Too many assistants deplore the lack of communication with their manager and find themselves penalized. Because their superior does not tell them about ongoing files, they are confined to an administrative role when they have the skills and abilities to manage situations as diverse as they are complex. Because communication at work does not only cover the exchange of information. It involves trust, the actions taken after the message has been delivered and therefore the taking of responsibilities or even risks. Communication conditions not only the understanding between a manager and their assistant but also the interest of a position. Because it seems "obvious", it is too often neglected and it is not uncommon to hear an assistant lament that their manager does not "tell" them anything. Rather than locking themselves into this sphere, it is necessary to break the ice, try to find out why and what solutions to bring. Good communication is THE key to better collaboration!"
Posted on February 20, 2008
indice RH
