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Admin/Support Communication Tips

Admin/Support Communication Tips

Margot Carmichael Lester, Monster Contributing Writer

The most successful admins network, speak clearly and write effectively. So now it’s time for the master class to attain a higher level of communication expertise. These tips will guide you.

Manage the Message

Regardless of the situation, always communicate with respect, advises Ronnie Moore, author of Why Did I Say That? Communicating to Keep Your Credibility, Your Cool and Your Cash! That means considering others’ needs while keeping your cool. Try to:

  • Identify the kind of information the person likes. Does she want just the facts? Does he like anecdotes? Providing information in the other person’s preferred style of communication will make your words more effective.

  • Focus on issues, not the person attached to them. No matter how angry you are or he is, attacking the issue instead of the person is the only way to be successful.

  • If this individual is a regular part of your working life, find out if he prefers email, phone or speaking in person. “Even troublesome people appreciate being asked how they would like to receive communication,” Moore notes.

Communicate Across Cultures

Cultural and language barriers can break down communication faster than a pileup at rush hour — and do as much damage. To communicate well with people of other cultures, follow this advice from Kate Zabriskie, president of Business Training Works:

  • Speak slowly, not loudly. Raising the volume rarely makes someone understand you better.

  • Assume nothing, and be specific. You may know how things work, but not everyone does. So give them the details you take for granted.

  • Consider written communication instead. Email can be read repeatedly before responding, which increases comprehension. But if you go that route, pick up the phone periodically so your tone can be more easily understood.

  • Mind your manners. When all else fails, say thank you and sorry when needed.

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