Continuing from yesterday’s post about effective communication, here are 5 tips about ways you can practically guarantee that you’ll be heard and appreciated…
Preparation:
Be prepared before you come to your boss with questions, suggestions and information. Some people have short attention spans and unless you can jump right into the crucial information, your boss could easily tune you out. Remember it isn’t personal, but rather a short tolerance to listening on their part.
Timing:
Understand the right time and place to approach your boss, and be persistent. Some administrative professionals will connect better with their bosses while drinking coffee 15 minutes before the work day begins, while others might get the information they need walking to the parking lot with bosses at the end of the day.
Creativity:
Since schedules and days are always in changing, it’s essential to avoid giving up on the time you need to communicate. Be creative, ask yourself how someone else might get the boss to listen. Put yourself on the calendar and shut his door, email the night before as a reminder, bring in muffins, create a story board or whatever it takes to get his/her attention.
Rapport:
If you aren’t getting the attention you need ask yourself why not. Are you on the same page? Do you know your bosses’ long and short term goals and objectives? Are you privy to the information you need? And if you aren’t, why not? Set up a small meeting and tell him what you need and why, in order to be sure you are being heard. Get his input, and really listen to what he says, then paraphrase back. You are modeling what you want and need, and this is also the way to begin, or continue, getting additional respect.
Understanding:
Remember people prefer to communicate in different ways. To really get your boss to listen be sure to know how she listens best. Perhaps “listen” is defined as reading an email or memo, since she’s easily distracted and doesn’t focus that much on dialog. Maybe she will listen more attentively while you walk with her to a meeting, or listen tomorrow after she reads your email or note in her “to do” file. Remember there may be one right answer to the capitol of Alaska, but there are at least 23 ways to really reach your boss.
If you’ve applied all of these 5 ideas and are still finding a lack of communication, think about the following:
Ask yourself what really gets her attention or focus, what form (written, verbal, hard copy, email) grabs her interest? And don’t forget to be honest (diplomatically, of course). Too many bosses are surrounded by hordes of “yes” people. There is often much more respect from someone who will tell the truth.
For instance if a project’s time line is unrealistic and can’t be finished by the due date, say something. Always (as you know) when you come to your boss with a problem, have at least one solution or partial solution to offer. So if you can’t complete the project by the due date, speak up, but suggest that you can 1. turn in part of the project, 2. teach a temp to do part of the project, 3. stay late.
Best regards,
~ Jennifer
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