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  • feedwordpress 09:27:11 on 2017/11/09 Permalink
    Tags: , aggressive, , , , , , communication tools, , passive, , , workplace communication,   

    7 Tips for Executive Assistants Who Want To Be More Assertive 

    Assertive_vs_Aggressive_Communication

    Do you want to be more assertive?

    Learning how to tactfully voice your opinions and assert your needs as an executive assistant is important. Many assistants have crossed the line from assertive to aggressive. So what is the difference between assertive and aggressive? Isn’t being aggressive good?

    Many people confuse assertive and aggressive behavior. This is especially true of women, who until recent years, were often taught to associate passiveness with femininity. As a result women often are reluctant to take the initiative in the workplace – whether to resolve a conflict, solve a problem, or present an idea—for fear of being labeled pushy or obnoxious. 97% of administrative professionals are female.

    What’s the difference between being assertive and aggressive?

    Before I go on, let me clarify the differences between passive, aggressive and assertive. By explaining the 3 of these, it will help you better understand the differences.

    Passive: A passive person only cares about others and what they think and making sure everyone else’s needs are met. You might be thinking, “Isn’t that a good thing?” No. Not when we sacrifice ourselves or what we need to get done for the sake of others. Passive people can become resentful or blow up later, which then becomes aggressiveness.

    Aggressive: An aggressive person only cares about themselves; therefore, they don’t care what they say or how they say it as long as they get what they want.

    Assertive: An assertive person cares that their own needs are met AND cares about others. So they think about how they will communicate in a caring way and get what they need.

    We all have needs to be met in the workplace so we can do our job and finish projects on time. We also have to make sure people do not walk all over us or be a cupcake! Assertiveness is the way to go because it is the happy medium. You care about yourself and your care about others.

    Benefits of Being Assertive

    • Reduces anxiety.
    • Provides a feeling of control.
    • Increases self-esteem.
    • Builds confidence.
    • We get resolution of the situation.
    • Less stress and wasted time.
    • You choose when to push a situation or not.
    • Protects you from being taken advantage of.

    We all know the famous Mayo Clinic. Here is what the Mayo Clinic has to say about being assertive. “Being assertive is typically viewed as a healthier communication style. Being assertive offers many benefits. It helps you keep people from walking all over you. On the flip side, it can also help you from steamrolling others.”

    Risk is Involved
    Being assertive involves some risk because you aren’t guaranteed of the outcome. You have to be willing to take a chance, knowing the situation may not turn out like you hope it will. However, you have a better chance of having your needs met with assertive action than by being passive or aggressive.

    When communicating assertively, it’s a good idea to start at the end—what you want to see happen and then work back. Make sure you clearly communicate your needs or desires. When these are communicated in a direct, tactful manner, you most likely will see the result you expected in the beginning.

    Weigh the Pros And Cons
    If you are doubtful as to whether to assert yourself in a particular situation, you should weigh the pros and cons. It is not the number of pros vs. cons that is as important as the impact of each pro and con.

    7 Steps to Be More Assertive

    1. Outwardly confront something instead of holding it in or stewing over it. Passive people hold things in. They keep their feelings buried and do not like confrontation. Therefore, they are walked over and stressed out. While you may want to take some time to think about the situation and how you want to respond, do not sit on it for days and weeks. In fact, the sooner you confront a situation or something someone said to you, the better. Just choose your words carefully.
    2. State their opinions clearly. You are entitled to your opinion. We are not clones of each other. When communicating with others take time to be clear when expressing your opinions and especially do not say anything that would hurt another person’s feelings.
    3. Walk away at your choosing. Passive people walk away because they feel intimated by a person or the situation. An assertive person walks away because “it’s” just not worth their time or energy.
    4. Are active, not reactive. Assertive people take action but they also stop and think before they take action. Again, they craft the message they want to deliver so the other person will be open to what they say.
    5. Establish deadlines. You can start this today! Many executive and administrative assistants will ask, “When do you need this?” Of course, the common answer is, “As soon as you can get it to me?” Or, “As soon as possible.” Learn to ask people, “By when do you need this?” Get the people who assign you tasks or special projects to commit to the latest date by which they need something, not the soonest. This helps the person giving you the assignment set their own priorities and helps you prioritize your workload.
    6. Do not accept inappropriate behavior. If there is anything that does not feel right or appropriate to you in the workplace, you must tell the offending person their action or words are not acceptable to you. A very simple example for assistants is the person who always comes into the assistant’s workspace and takes pencils or pens or whatever. If you don’t like that, then say something. That is a very simple example. My point is you do not have to accept behaviors that make you frustrated, stressed, or uncomfortable. My favorite saying is, “People will continue to treat you as you allow them to.”
    7. Go to the source. People have a tendency to complain to their friends or co-workers about someone at work who upset them or who they don’t like. That does not change the situation or how you feel—at least not permanently. When something arises with another person, you need to go directly to the source. Again, use positive communication skills. If you hear something via third party, make sure you have all your facts before going to the source.

    “We are learning to find a balance between being too passive and/or too aggressive, instead, learning to be assertive when presenting ideas and/or suggestions.” – World Class Assistant Part 1 Graduates (For more wisdom from these class participants check out the slideshare below by my World Class students.

    Joan Burge

    Benefits of Attending the World Class Assistant Certificate Program (as shared by course participants)

     

    Find More Information About World Class Assistant Training

    The post 7 Tips for Executive Assistants Who Want To Be More Assertive appeared first on Office Dynamics.

     
  • feedwordpress 09:53:26 on 2016/12/09 Permalink
    Tags: , , communication tools, documentation, , Facebook, increase safety, , smartphones, , , , twitter, workplace safety, workplace technology,   

    4 Ways Smartphones Can Increase Workplace Safety 

    As a manager, you might be concerned that the smartphones that employees seem to have attached to their hips might tempt them to spend time on Facebook or Twitter rather than tend to their job duties.

    As it turns out, these small technological devices can actually help to keep your workers safe while on the job. Whether your employees bring their own phones to work or you have issued smartphones to everyone on your team to help stay in touch, check out the following ways that smartphones can help everyone stay safe:

    Long Battery Life for Improved Communication

    When it comes to hardware improvements, mobile phones have advanced a lot in recent years. A great example of this is battery life. If your workers are out at remote locations where they cannot easily charge their smartphones, a generous amount of battery time will allow them to stay in touch with you back at the main office. For example, the Samsung Galaxy S7 edge features 36 hours of talk time and 14 days of standby time. Workers can use this flexibility to call in updates, report any problems they have encountered or simply check in to let you know they are okay.

    Use the Camera as a Documentation Tool

    New smartphones come with cameras that allow users to take still shots and videos whose quality rivals that of many professional devices. The smartphone camera is a terrific tool to use during inspections or investigations or anything that requires documentation. For example, if you are concerned with the way your employees are performing a particular task, you can snap a photo or take a quick video.

    Put Social Media to Good Use

    Social media sites like Facebook, Twitter and Pinterest can also be used to boost workplace safety. You can set up closed social media groups on the site of your choice that are available only to your staff. Employees who are working in the field can use their smartphone internet connection to access the social media site and communicate with other employees. This “virtual” office will let you see who is consistently checking in and posting updates; those who rarely show up in the closed groups can be given a friendly reminder to use the closed group to let everyone know where they are.

    Harness the Power of GPS

    Most newer smartphones come equipped with a GPS feature that can really boost the safety of your employees. In addition to helping ensure that your workers will be able to get to remote locations and/or clients’ homes thanks to GPS directional advice, the feature can also help you to keep tabs on where everyone is.

    There are several apps that will allow you to track phones; these include Find My iPhone, the Android Device Manager and Find My Mobile. If you have not heard from an employee in some time and are getting concerned, you can use one of these apps to help track where the phone and employee are currently located. Or, if an employee is out in the field and he calls in to say that he is completely lost, you can use the tracking feature to see where he is and give directional advice on how to get back to the office or to the appointment.

    The post 4 Ways Smartphones Can Increase Workplace Safety appeared first on Office Dynamics.

     
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