Professional Documents
Culture Documents
Professionals
By Dawn / June 29, 2023
In the workplace, communication is a way of making sure the job gets done and is
the responsibility of every employee in the organization. As an administrative
professional, you will be communicating externally with your company’s clients and
internally with many of the employees of the organization.
Regardless of the industry you work in or the position you hold, it’s essential to
communicate effectively with those around you. More than ever in our digital age,
it’s important to know how to effectively convey and receive messages in person
(verbally) as well as via phone, email, chat, and social media.
Communication Methods
At one time, most of the communication done in an office was done verbally. While
verbal communication still remains one of the most effective ways to communicate,
companies are now using many different methods of communication in the
workplace.
Verbal
Nonverbal Communication
Email Communication
Verbal communication is when you use words to answer incoming calls to your
company or make a call to an employee or client. You also communicate verbally
when you meet and greet visitors to your company or interface with internal
employees.
The verbal communication process involves a sender, a receiver and the path the
message follows: This is explained in the Communication Process video below which
is an example of how verbal communication works:
Non-Verbal Communication
There are several types on non-verbal communication with body language playing a
huge part. Body language is more powerful than verbal communication so being
aware of the messages your body language sends is key to good communication.
Many scenarios come into play from the way you dress, your posture, facial
expressions, gestures, tone of voice to making eye contact. So how can you non-
verbally communicate a positive impression?
Making eye contact, at least in the US, shows that you are confident and
interested in the other person. Your eyes are how you interpret another
person’s body language and how you convey your nonverbal message to
others.
Be aware of your posture. How you sit, stand and walk can convey a lot
about you and your level of confidence.
While it may seem unimportant to you as to whether a business letter is left aligned
block style, keep in mind that these standards were developed to project
professionalism, improve communication and people’s comprehension when reading
the message. When creating business documents, you do not have the benefit of
verbal and visual cues to convey your message. Therefore, your writing should be
clearly communicated, concise, courteous and correct.
While this may seem overwhelming at first, mastering how to interpret directions
and follow them will enhance your career as you will be able to produce professional
and properly formatted documents whenever the need arises.
Email Communication
Writing a business email requires a much more formal approach. Essentially, you
treat it similar to writing a business letter, therefore, knowing how to properly
format the email and communicate with proper email etiquette is essential in
business.
Being a good communicator is just one of the many important soft skills required in
business today. Improve your office skills by taking the course, Soft Skills for
Administrative Professionals, a soft skills training course offered on officeskills.org.
Tags: barriers to communication, basic communication skills, chat and social media
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skills, email communication, non-verbal communication, oral communication, soft
skills, soft skills training, types of communication skills, types of non-verbal
communication, verbal and non-verbal communication, written communication