Striking the right tone during workplace conversations is tricky. It shouldn’t be as formal as the job interview, but it must be more reserved than conversations with family or friends at home. It’s important to use correct etiquette via phone, email, and Skype in a modern workplace. Behaving correctly will impress your boss, and ensure that customers leave a conversation with a smile on their face.
It’s particularly crucial to the work of an office administrator, who must juggle conversations between colleagues and customers in a number of communicative forms. Here are a few tips to help you master the talent:
Don’t Overlook the Importance of the Written Word
When you’re working on behalf of a business, a formal tone is always worthwhile in email and other forms of messaging. Avoid using exclamation marks and humor in email, unless you’re very confident that it strikes the right tone. As part of office administration class, get in the habit of checking that an email is relevant to all recipients, as colleagues and customers will be upset if they’re being ‘spammed’ with unnecessary messages.
Text or instant messaging applications, like WhatsApp or Messenger, should only be used if you’re in conversation with somebody you’ve met before. Avoid this form of communication if the recipient needs time to think about their response.
Office Administration Training Develops Face-to-Face Conversation Skills
Face-to-face conversations are more pressurized as you have less time to formulate responses. There are, however, some important bits of advice to take on board. If you’re meeting a new person, make sure to introduce yourself by name and title. You may be the first face they see in a particular office, and it’s important to instantly put them at ease.
Smile, make eye contact, and shake hands if initiating a more formal conversation. A more laid-back tone is natural when speaking to office colleagues, but be wary of topics of conversation. Topics such as politics and religion can be very sensitive, and are best to be avoided. Also make sure to always be respectful of other employees and customers. Phrases like ‘please’, ‘thank you,’ and ‘sorry’ will go a long way to maintaining positive relationships in the workplace.
Remember to Use Correct Phone Etiquette
After you study office administration, don’t fall into the trap of thinking you’re in a sound-proof bubble during every phone conversation. It regularly occurs that people speak much more loudly on the phone. This may help the person on the other end of the line to hear you, but it could annoy nearby colleagues in the office.
Video calls, such as Skype, have also become a helpful tool for formal communications within a business. The regular inclination is to look into the eyes of the person you’re speaking to, but it’s only possible to make eye contact by staring into the camera. Be wary of what’s going on behind you as well, as a busy environment may distract the person you’re speaking to.
Become an integral workplace asset by taking on office administration training.
Find out more about the diploma program at NAHB.