Duties Include: Listening Well

There seems to be a growing realization of the importance of solid listening and communication skills in business. After all, lack of attention and respectful listening can be costly - leading to mistakes, poor service, misaligned goals, wasted time and lack of teamwork. An Administrative Assistant with finally honed skills in listening will be considered an asset in business.

Unfortunately, listening skills are not often a requirement posted with the job description: "Administrative assistants must be able to skillfully prepare statistical and written reports as well as presentations for management. General PC proficiency and strong skills in MS Word, Excel and PowerPoint are required, along with experience composing a number of types of professional documents."

By listening in a way that demonstrates understanding and respect, the Administrative Assistant causes rapport to develop and that is the true foundation from which they can influence others. Listening to and acknowledging other people may seem deceptively simple, but doing it well, particularly when disagreements arise, takes true talent. As with any skill, listening well takes plenty of practice.

The overall best Administrative Assistants are those who are consistently able to read their Administrator and from that foundation, build a rapport. In the simplest of words, they listen. They diagnose the Administrator's inclinations and the logical content of their thoughts, needs and wants. They find out precisely what it would take to contribute to teamwork, offer service, solve problems, or advance opportunities. Then they act on what they've learned.

Skillful listening begins with a neutral, open mind. This allows for concentration and focus on what is being said. Although attention to the logical content is necessary, discover the speaker's true feelings about the subject. A person's feelings are key determinants in decision-making. It is then necessary to respond in such a way that speaker knows they are taken seriously. Successful Assistants consistently demonstration and develop respect for the Administrator's point of view.

Focused listening demands full attention on the person who is speaking. Eyes glancing about or attention paid to shoes or the floor will block communication. Ears may hear, but the mind does not receive the information. It is also important to keep the mind from wandering.

As an energetic member of the team it is difficult for Administrative Assistants to let the speaker finish before they begin to talk. It is important to allow the Administrator to say everything that is needed without being interrupted. Interruption is often interpreted as a failure to listen. A wise Administrative Assistant will also finish listening before they begin to speak.

Avoiding a failure to communicate requires a polished ability to listen. The main ideas are the most important points the speaker wants to get across. They may be mentioned at the start or end of a talk, and repeated a number of times. Pay special attention to statements that begin with phrases such as "My point is..." or "The thing to remember is..." A good listener will ask questions and give feedback. It is important that the Administrative Assistant sits up straight and look directly at the speaker.

Any relationship, in any phase of growth, benefits from frank and honest communications. No one gets ahead by hiding the facts or true nature of the problems faced. The members of every team develop particular ways of interacting with each other over time. Effective interpersonal communication and successful communication are critical components of team functioning. Administrative Assistants who cultivate the skill of listening will find success in work and at play.