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How can you connect with stakeholders?

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As an office administrator, you need to communicate effectively with various stakeholders, such as clients, colleagues, managers, suppliers, and regulators. Stakeholders are people or groups who have an interest or influence in your work, projects, or goals. Connecting with them can help you build trust, rapport, feedback, and collaboration. In this article, you will learn some tips on how to connect with stakeholders in different situations and contexts.

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Jovana Staji?

CHRO- talent acquisition specialist at Ascaldera/Owner of Start ASAP

1 Identify your stakeholders

The first step to connect with stakeholders is to identify who they are and what their expectations, needs, and preferences are. You can use tools such as stakeholder maps, matrices, or analysis to categorize and prioritize your stakeholders based on their power, interest, influence, and impact. This will help you tailor your communication style, frequency, and channel to each stakeholder group or individual. For example, you may need to update your manager daily via email, but only contact your supplier once a month by phone.

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Jovana Staji?

CHRO- talent acquisition specialist at Ascaldera/Owner of Start ASAP
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The first thing, which in my opinion is the most important, is to define the business description of the company where you work. To know the tasks of each department, to have clear goals and strategies and to know who is responsible for what. When we have that clear picture, we can more easily determine priority tasks and communication with stakeholders. Each employer should clearly define the business scheme, goals and strategies so that everyone knows their role and so that there are no misunderstandings. This greatly facilitates the office manager's job because he knows who is the priority and what his tasks are.

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2 Establish clear and realistic goals

The second step to connect with stakeholders is to establish clear and realistic goals for your work, projects, or tasks. You need to align your goals with the objectives and vision of your organization, as well as the expectations and needs of your stakeholders. You can use tools such as SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) criteria to set and communicate your goals effectively. For example, you may want to reduce the office expenses by 10% in the next quarter by negotiating with vendors and optimizing resources.

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Jovana Staji?

CHRO- talent acquisition specialist at Ascaldera/Owner of Start ASAP
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Once strategies and budgets are set, they are easier to monitor and control. The office manager has an elective role as someone who is on the front line in contact with vendors and clients, and when he has such a role, he must know the fluctuations of the business.

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3 Communicate proactively and transparently

The third step to connect with stakeholders is to communicate proactively and transparently. You need to keep your stakeholders informed of your progress, achievements, challenges, and risks. You also need to listen to their feedback, suggestions, concerns, and complaints. You can use tools such as newsletters, reports, presentations, meetings, surveys, or social media to communicate with your stakeholders regularly and consistently. For example, you may send a weekly newsletter to your clients highlighting your achievements and challenges, and invite them to share their opinions and questions.

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Jovana Staji?

CHRO- talent acquisition specialist at Ascaldera/Owner of Start ASAP
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ERP systems within companies have proven to be the best for transparent and networked communication, a system like ODOO is excellent because of its modules that help business management, they are excellent for the exact schedule of tasks, and everything is monitored.

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4 Collaborate and cooperate

The fourth step to connect with stakeholders is to collaborate and cooperate with them. You need to work with your stakeholders as partners, not adversaries. You need to respect their perspectives, opinions, and values, and seek win-win solutions. You also need to acknowledge their contributions, recognize their achievements, and celebrate their successes. You can use tools such as brainstorming sessions, workshops, focus groups, or online platforms to collaborate and cooperate with your stakeholders creatively and productively. For example, you may organize a brainstorming session with your colleagues to generate new ideas for improving the office workflow and efficiency.

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5 Adapt and improve

The fifth step to connect with stakeholders is to adapt and improve your communication and relationship with them. You need to monitor and evaluate the effectiveness of your communication and connection with your stakeholders. You also need to learn from your mistakes, challenges, and feedback, and make changes accordingly. You can use tools such as KPIs (Key Performance Indicators), SWOT (Strengths, Weaknesses, Opportunities, and Threats) analysis, or feedback forms to adapt and improve your communication and connection with your stakeholders continuously. For example, you may use a feedback form to collect and analyze the satisfaction and engagement of your stakeholders with your work, projects, or tasks, and identify areas for improvement.

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6 Connect with stakeholders

Connecting with stakeholders is a vital skill for office administrators, as it can help you achieve your goals, improve your performance, and enhance your reputation. By following these five steps, you can connect with stakeholders effectively and efficiently in different situations and contexts. Remember to identify, establish, communicate, collaborate, and adapt with your stakeholders, and you will build trust, rapport, feedback, and collaboration with them.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you connect with stakeholders?

1

2

3

4

5

6

7

1 Identify your stakeholders

2 Establish clear and realistic goals

3 Communicate proactively and transparently

4 Collaborate and cooperate

5 Adapt and improve

6 Connect with stakeholders

7 Here’s what else to consider

Office Administration

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How can you connect with stakeholders?

1

2

3

4

5

6

7

1 Identify your stakeholders

2 Establish clear and realistic goals

3 Communicate proactively and transparently

4 Collaborate and cooperate

5 Adapt and improve

6 Connect with stakeholders

7 Here’s what else to consider

Office Administration

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