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How can you use authority to build better relationships with colleagues?

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Authority is not just a position or a title, but a way of influencing others and achieving goals. However, authority can also be a source of conflict and resentment if used poorly or excessively. How can you use authority to build better relationships with colleagues, rather than alienate them? Here are some tips to help you balance authority and rapport in your business communications.

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Serge Gagnon

Social work

1 Establish credibility

One of the key factors that affect how others perceive your authority is your credibility, or the extent to which they trust your expertise, competence, and integrity. You can enhance your credibility by demonstrating your knowledge and skills, providing evidence and data, acknowledging your limitations and mistakes, and being consistent and transparent in your actions and words. Credibility also depends on how well you understand your audience and their needs, expectations, and perspectives. By showing respect and empathy, you can connect with your colleagues and make them more receptive to your authority.

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2 Use positive language

Another way to use authority effectively is to use positive language that focuses on solutions, benefits, and opportunities, rather than problems, threats, and constraints. Positive language can help you create a constructive and collaborative tone, motivate and inspire your colleagues, and reduce resistance and defensiveness. For example, instead of saying "You have to do this by tomorrow or else", you can say "If you can finish this by tomorrow, we can move on to the next phase". Positive language can also help you express appreciation, recognition, and feedback, which can boost your colleagues' confidence and loyalty.

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Serge Gagnon

Social work
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Something I would always tell my reports was "OK, you have brought me the problem. This means you have thought about this. What solutions have you thought of so far?" This opens up a positive twist which helps elevate the report's engagement in organizational development and problem solving. I have often heard creative solutions that I might not have thought of.

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3 Delegate and empower

Using authority does not mean doing everything yourself or micromanaging others. In fact, one of the best ways to use authority is to delegate and empower your colleagues to take ownership and responsibility for their tasks and decisions. By doing so, you can show trust and respect, foster autonomy and creativity, and develop your colleagues' skills and potential. Delegation and empowerment also require clear communication of expectations, goals, and boundaries, as well as regular follow-up and support. By delegating and empowering, you can create a culture of accountability and collaboration, where your colleagues see you as a leader, not a boss.

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Serge Gagnon

Social work
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I have often seen people delegate responsibility without delegating authority. This is a rather nasty way for reports to feel trapped and paralyzed. No good can come from this. Instead delegate partial responsibility in conjunction with partial relevant authority. For example, saying "You have to lead the team to meet this deadline. You can manage their schedules as needed for this." empowers staff and even though you still have full responsibility for that team's success (sometimes failure), it relieves some pressure from yourself as well.

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4 Seek feedback and input

Using authority also does not mean ignoring or dismissing the opinions and suggestions of your colleagues. On the contrary, one of the most effective ways to use authority is to seek feedback and input from your colleagues, especially those who have different perspectives, experiences, and expertise than you. By doing so, you can show humility and openness, learn from your colleagues, and improve your performance and decisions. Seeking feedback and input also involves listening actively, asking questions, acknowledging contributions, and incorporating relevant ideas. By seeking feedback and input, you can create a sense of involvement and commitment, where your colleagues feel valued and heard.

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5 Negotiate and compromise

Using authority also does not mean imposing your will or forcing your way. Sometimes, you may encounter disagreements, conflicts, or challenges that require you to negotiate and compromise with your colleagues. Negotiation and compromise are skills that can help you use authority wisely and respectfully, by finding common ground, resolving issues, and satisfying mutual interests. Negotiation and compromise also require communication skills such as assertiveness, persuasion, and empathy, as well as analytical skills such as problem-solving, decision-making, and risk assessment. By negotiating and compromising, you can create a win-win situation, where your colleagues feel respected and satisfied.

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Serge Gagnon

Social work
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One time at work, I proposed a resolution to a case file that went against the status quo to my director (my boss's boss). He said clearly "It won't work". I pressed on, giving my reasoning for this. Then he said, "OK, try it your way, but keep good notes and report to your boss about ANY developments. That way we can cover you if things go south." This was an acceptable compromise to me given how I was going against the grain. I gained nothing but respect for that director. And as a bonus, my way worked! The director sought me out afterwards just to thank me for questioning the status quo and for creating a precedent that could relieve the company of some legal pressures. Truly a WOW moment for me.

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6 Adapt and adjust

Finally, using authority effectively is not a one-size-fits-all approach, but a dynamic and flexible process that depends on various factors, such as the situation, the task, the goal, and the relationship. Therefore, you need to be able to adapt and adjust your authority style and level according to the changing circumstances and needs of your colleagues. For example, you may need to use more authority when dealing with a crisis, a new project, or a low-performing colleague, but less authority when dealing with a routine task, a familiar project, or a high-performing colleague. By adapting and adjusting, you can use authority appropriately and efficiently, without overusing or underusing it.

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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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Serge Gagnon

Social work
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One must be mindful of the limits of our authority. No one person can maintain authority in every situation. For example, no one would question Bill Gates' authority within MicroSoft. And no one would question the authority of the leader of a Hell's Angel's gang. But switch them around and it just can't work. We can all be good leaders, just not in every situation. Sometimes healthy authority means letting someone else take the reins for a while.

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How can you use authority to build better relationships with colleagues?

1

2

3

4

5

6

7

1 Establish credibility

2 Use positive language

3 Delegate and empower

4 Seek feedback and input

5 Negotiate and compromise

6 Adapt and adjust

7 Here’s what else to consider

Business Communications

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How can you use authority to build better relationships with colleagues?

1

2

3

4

5

6

7

1 Establish credibility

2 Use positive language

3 Delegate and empower

4 Seek feedback and input

5 Negotiate and compromise

6 Adapt and adjust

7 Here’s what else to consider

Business Communications

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