How to Communicate Effectively with Your Colleagues for Optimal Job Performance

As an administrative professional or any worker, building strong relationships with your colleagues can significantly enhance your job performance. However, communication is key, and different individuals have different communication styles and preferences. In this article, we will explore the importance of clear and concise communication, as well as the significance of keeping your colleagues informed effectively.

The Styles of Communication in the Workplace

During a recent seminar on becoming an extraordinary administrative professional, you discovered that there are four distinct types of workers: targeted, relaxed, rhythmic, and focused. Each type communicates in a unique way, and understanding these differences can help you work more effectively with your colleagues. Let's delve into each:

Targeted Workers: These individuals prioritize getting tasks done efficiently and with minimal distractions. They are often direct and to the point and can sometimes come across as blunt or matter-of-fact. While this can sometimes affect interpersonal relationships, targeted workers generally get things done quickly and accurately. Relaxed Workers: Relaxed workers are detail-oriented and methodical. They enjoy a structured and calm environment and may write things down frequently to ensure they have all the necessary details. Rhythmic Workers: Rhythmic workers thrive in an environment where schedules and routines are established and well-understood. They are more emotional and can be affected by changes in the environment or routines. Focused Workers: Focused workers are driven by goals and deadlines. They operate best under pressure and thrive in fast-paced environments. They may be less concerned with social niceties and more focused on the task at hand.

Effective Communication for Targeted Workers

If you are a targeted worker, your colleagues need to understand that you need to get things done with minimal distractions and redundancy. Here are some tips to help you communicate effectively with your colleagues:

Be Concise: When providing information, cut out any unnecessary details. Get to the point quickly and efficiently. Provide Only the Necessary Details: If someone asks for more information, they can ask for it. Give them just the information they need, and nothing more. Keep Them Informed: Let your colleagues know when you are going to be away or unavailable. This could be as simple as a quick email or a message on a shared communication platform. Use Appropriate Tools: Utilize apps and tools that align with your workflow. For example, if you are always at the copier, make sure everyone knows your current status.

Why Keep Your Colleagues Informed?

As a targeted worker, your primary responsibility is to ensure you handle your tasks effectively. However, your colleagues help maintain the overall flow of the office and can provide support when needed. Keeping them informed ensures coordination and reduces the risk of misunderstandings. Here are some reasons why you should keep your colleagues informed:

First Impressions Matter: If your first interaction with someone is unprofessional or disorganized, it can have a negative impact on your company's reputation. You are often the first face of the company, and it's crucial to present yourself in a professional manner. Coordination and Efficiency: Letting your colleagues know about meetings or changes in schedules helps prevent disruptions and ensures all team members are on the same page. Team Morale: Clear communication can help boost team morale. Knowing what's happening in the office and being supported by your colleagues can make your work more fulfilling.

Conclusion

Effective communication is essential for a productive and harmonious workplace. Understanding the different communication styles and adapting to them can significantly improve your job performance. By being mindful of how you communicate and keeping your colleagues informed, you can create a workplace culture that values clear and concise communication. Remember, a targeted worker needs to be concise and direct, but also informed and supportive of their colleagues.