You’re an administrative assistant. How can you communicate better with your manager?

1 Know your manager's style

Different managers have different preferences and habits when it comes to communication. Some may like frequent check-ins, while others may prefer less interruptions. Some may prefer email, while others may favor phone calls or meetings. Some may be more direct, while others may be more diplomatic. To communicate better with your manager, you need to know their style and adapt to it. Observe how they communicate with you and others, and ask them how they like to be contacted, updated, and informed. Respect their boundaries and preferences, and avoid communication styles that may annoy or frustrate them.

2 Be clear and concise

When you communicate with your manager, you want to be clear and concise. You don't want to waste their time or confuse them with irrelevant or vague information. You want to get to the point and deliver the message effectively. To be clear and concise, you need to plan your communication beforehand. Think about what you want to say, why you want to say it, and how you want to say it. Use simple and precise language, and avoid jargon, slang, or filler words. Structure your communication logically, and use headings, bullet points, or summaries to highlight the key points. Provide enough details, but not too much. Be specific, but not repetitive.

3 Listen and ask questions

Communication is not only about talking, but also about listening. You need to listen to your manager attentively and actively, to understand their needs, concerns, and feedback. You need to show interest and respect, and avoid distractions or interruptions. You also need to ask questions to clarify any doubts, confirm any agreements, or request any guidance. Asking questions shows that you are engaged and willing to learn. It also helps you avoid misunderstandings or mistakes. When you ask questions, be polite and respectful, and use open-ended or probing questions to elicit more information or insight.

4 Give and receive feedback

Feedback is an essential part of communication, as it helps you improve your performance and relationship with your manager. You need to give and receive feedback regularly and constructively. When you give feedback to your manager, you need to be honest and respectful, and focus on the facts, not the emotions. You need to provide specific examples, suggestions, and appreciation, and avoid criticism, blame, or judgment. When you receive feedback from your manager, you need to be open and receptive, and avoid defensiveness, denial, or excuses. You need to listen carefully, acknowledge the feedback, and ask for clarification or follow-up if needed. You also need to act on the feedback and show your progress.

5 Express your needs and expectations

Communication is also about expressing your needs and expectations to your manager, so that they can support you and help you succeed. You need to be assertive and confident, and communicate your needs and expectations clearly and respectfully. You need to explain why you need or expect something, and how it will benefit you and your manager. You also need to negotiate and compromise, and respect your manager's needs and expectations as well. For example, you may need more training, resources, or flexibility to do your job well. Or you may expect more recognition, feedback, or autonomy from your manager. You need to communicate these needs and expectations in a positive and professional way.

6 Build rapport and trust

Communication is not only about work, but also about building rapport and trust with your manager. You need to communicate with your manager on a personal level, and show that you care about them as a person, not just as a boss. You need to be friendly and respectful, and use humor, compliments, or small talk to break the ice and create a connection. You also need to be reliable and trustworthy, and deliver on your promises, meet your deadlines, and keep your manager informed. You also need to be supportive and helpful, and offer your assistance, ideas, or feedback when appropriate. By building rapport and trust with your manager, you will enhance your communication and relationship.

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?