#17 - Interview with two other administrators

              Effective communication in the workplace does not happen accidentally. It requires time and effort. As an administrator, you need to constantly plan for communication. Communication is a two way street between you and your staff, but your day-to-day communication as well. You have to be a good listener as well as a confident speaker.  From my interviews with other administrators, here are some effective ways to communicate in the workplace:

•  Openness - Openness is the key to facilitate effective communication in the workplace.   Supporting open channels of communication and team sharing, elevates active engagement and collaboration as well as creates an environment for resolving conflicts. One very useful tool is to facilitate meetings that are fluid in nature, with no fixed agenda topics that allow room for open-ended discussions. 

• Communicate expectations - Clearly share your expectations with your co-workers.  This way there's clarity on the work to be done appropriately and with no misunderstandings.  Co-workers do not have to guess about doing the right thing. Communicate your expectations visually.   This builds confidence and trust within the team. 

• Communicate proactively - stay in touch with your team, go to them, and listen to them. It's impossible to be an effective administrator by sitting at your desk and waiting for people to approach you.  

• Communicate positively - consistently emphasize the good and reward achievements through regular one/one feed-backs and team meetings.

• Observe and listen - Perhaps the most difficult communication technique of all is effective listening. You can have good listening skills. You can stop some of the main causes that prevent you from becoming an effective listener. All you have to do is make a few changes in your work environment and in your approach to listening.  

o   Passive listening: remain silent and let the person talk. Communicate your interest and concern by non-verbal behavior.  Body language as facial expressions and body postures can demonstrate that you are listening attentively.  Maintain eye contact or overall contact with the speaker and avoid looking at the watch or out of the window etc.  

o   Don’t multitask: turn off your computer, clean up your desk, so that new email notifications or a headline in a report does not divide your attention.  All these make it easier for you to fully commit yourself to listening.