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Workplace Relationships
Wouldn’t it be terrific if outstanding work was enough to advance your career? In businesses today, being a solid performer is only part of the picture. Even if you are skilled at your job as an administrative professional, anticipating your boss’s every need and putting in overtime, you won’t make it to the next level unless you build solid relationships with your coworkers and managers. Mastering the “ins and outs” of workplace protocol is crucial for professionals at all levels, whether you’re starting a new job or you’ve been with your company for 10 years.
Imagine, for example, you’re responsible for a project that involves working closely with those in your immediate group and other departments. If you haven’t established a rapport with these colleagues — or you have a reputation for being a “lone ranger” — people will be less likely to help you accomplish your goals. Ultimately, this could compromise your effectiveness, visibility and professional reputation.
While you can’t control what others say and do, you can focus on your communication and diplomacy skills and the overall image you project. Following are some strategies to help you build and manage positive relationships with your coworkers and managers:
Communication
In a recent survey conducted by OfficeTeam, almost half of workers polled said communication abilities have the greatest impact on one’s reputation at work. Because managers are out of the office more frequently, they rely on their assistants to serve as their primary point of contact with others. In other words, you’re ground control for an increasingly mobile workforce. And because there are more communication tools available than ever before, it’s important to express yourself clearly whether it’s on the phone, in person or in e-mail messages. Here are some tips for improving your communication skills:
• Proof twice — Before sending an e-mail or submitting a project, be sure to proofread it for clarity and errors. Remember, computer spell-checkers don’t catch all mistakes.
• Review messages — Most voice mail systems allow you to preview what you’ve recorded before sending it. Take advantage of this feature to ensure your tone of voice is friendly and your message is brief and to the point.
• Be courteous — Even though the work pace can often be frenetic, that’s no excuse to check courtesy at the door. Remember to say “please” and “thank you.”
• Check in — It’s important to find out if your boss is satisfied with the number and type of updates you give. Both new and experienced employees should learn to adjust their style to their supervisors’ preferences, if necessary.
Diplomacy
Regardless of the level of cooperation and camaraderie among colleagues, misunderstandings sometimes occur. Knowing how to react with diplomacy and tact in these situations can make you a more effective employee. In addition, how you handle an office dilemma can impact your future working relationships with coworkers and managers. Consider the following suggestions for becoming the “career diplomat” in your office.
• See both sides — Get to know your colleagues and understand what motivates them. Be respectful of the pressures they may be under and be willing to temporarily set aside your own agenda to see things from their perspective. Before you ask for help on a project, determine whether your request will overburden an already-busy worker.
• Know office protocol — Be sensitive to your department’s traditional methods of doing things, especially when the workplace is unusually pressured. A company’s unwritten rules usually evolve out of precedent and are somewhat unique to the organization. For example, a new initiative you’re working on may bring up a dispute over which individual or department has the final say in a decision. Although, technically, the only person you may need to seek feedback from on a project is your immediate supervisor, protocol may dictate that you also seek the blessing of a coworker recognized as the “resident expert” in that area.
• Share credit generously — Whenever you report the results of a project in which you were one of several people involved, always use “we” instead of “I” in both your written and oral presentations. And if you’re the team leader, mention specific contributions made by various members of the team.
• Use humor appropriately — A little levity on the job can help ease stress levels, maintain perspective and motivate others to do their best work. An employee with a good sense of humor is perceived as easy to work with and a welcome addition to a project team. Take your work seriously, but not yourself. And never try to score a laugh at someone’s expense.
Image
The phrase “image is everything” probably sounds familiar. But today it refers to more than how you dress. Each of your interactions and communications is noted by your boss, colleagues and company and shapes your reputation. Here are some things to consider to achieve a polished, professional image:
• Extend courtesy — Being polite and respectful not only boosts your image, it builds consensus and helps projects move forward. Being courteous includes making realistic requests, starting meetings on time and not expecting others to solve your problems.
• Seek feedback — If you’re not sure what image you’re projecting at work, ask a few people. Make sure you consult people who will be honest in their assessment — you may want to ask beyond family and friends. The information should provide direction for your image-building efforts.
• Avoid the rumor mill — Don’t spread gossip or even listen to it. It’s not good for your professional image.
• Adopt an “owner’s” mindset — Don’t approach your work like an employee; look at it like you own the company and have a personal stake in the results of your projects. It’s also critical to think of everyone as a customer, whether the person is a client or coworker. The quality of your work is likely to improve as a result.
As an administrative professional, the way you interact with others on the job is essential to your ultimate success. Although every work environment is different, making a sustained effort to communicate effectively, hone your diplomacy skills and project a polished image will help you build the solid working relationships so important to your career advancement.
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