Decision-making is a skill that an administrative professional should possess as he or she may have to step in and take care of things when the boss is not there, or to keep things running in an effective or efficient manner. Administrative assistants are often the go-to- person for questions, help, and problems. Critical thinking is a process used to problem solve and come up with a conclusion to solve them (Kallet 7). It is used in teamwork, implementing tasks, mediation, supervising, training, and issue resolution. The copier tears up, Joey gets sick, and a customer is angry. The admin must be confident and authoritative and be capable of making the decision that needs to be made at the moment. Taking a situation, figuring out the problem, and finding a solution is beneficial to the company because they can reduce different types of conflict (Kallet).
Problem-solving steps include analyzing, generating possible solutions, evaluating the best solution, implementing a plan, and assessing the effectiveness of your interventions. This is one of the most valuable attributes to possess to be successful as an administrative assistant. Businesses are looking for people that have an aptitude to problem solve and make decisions.
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Team building skills are needed to create and manage teams to work toward a common goal. Companies have found that teams benefit them. A lot of work gets done through productive teams. Creating and managing a team is an ongoing process that involves transformational change. It involves reorganizing and retaining talent, developing employee skills, understanding the organizational culture, and possibly transitioning a change. As an admin, you will possibly have a big influence on a team. You may need to put a team together of people with different personalities and abilities in order to get a project done. Engaging in two-way communication and allowing the teams to be involved in making some of the decisions. Learning the five different conditions that are needed to build effective teams is necessary for success. First is clear roles and responsibilities, second is open and honest communication, third is a supportive and knowledgeable manager/ leader, fourth is decision-making authority and fifth is rewards and recognition (Topchik). Even though you are not the manager you may be the team leader.
Organizational skills are used throughout the daily life of an admin, to juggle the many tasks that are required in a day. Managing calendars, scheduling appointments, and keeping the office running efficiently. Administrative assistants are multitaskers and office managers. They are critical because they are depended on to set up meetings and arrange travel plans including accommodations. They have to be detail oriented to be able to see and do everything that needs to be done. Admins work on tight deadlines making it important to be able to prioritize meetings.
Time management is making optimal use of the time available. An admin should be able to analyze the workload and be able to prioritize tasks and focus on producing the goals. Sometimes support from other staff members is needed to accomplish the goal. Delegating is a managing type skill and knowing when and what to delegate is important. Pacing the workload is also time management and should be exercised so that you are not overworked and become exhausted in the long run. Task management is also included in organizational skills and making a to-do list on your daily and weekly calendars can break things up in a balanced way. These types of organizational skills are exceptional to have for success.
Technical skills, along with leadership skills, are needed so that others can be coached and taught how to do the task required of them. It is a critical skill for the bottom line and the production of the business. The development of employees to do the job is learned through coaching and mentoring. Some technical skills that an admin may possess are the use of Microsoft Office programs, Word, Excel, and PowerPoint. The maintenance of office equipment such as faxes, scanners, and printers. Other skills may include the maintenance of office records, and ordering office supplies. As an administrative professional, it is important to know the job that you expect others to do. If they have questions or need help you will be able to show by example what you expect of them and how they are to do it. There are different styles of leading.
Three things to be looked at are the leader's character type, the follower's character type, and the situation. Integrity to gain the trust of others is being honest with others and oneself. Leaders shift their styles constantly to fit the situation at hand. Learning the different ways that people learn is helpful in teaching them to do their job. Always lead by example, it is what you want to see in the people that you are leading. Show them, do not just tell them.
I believe to be a successful Administrative Professional; all types of management skills are going to be important to your success. Communicating with others in a verbal, written, and nonverbal way to convey a clear message. Making good sound decisions and problem-solving for reducing conflict and getting the job done. Technical skills are knowledge that you pass on and share with others to make sure things are done precisely. Organizational skills to plan, and manage people, and daily operations efficiently. Team building and managing teams to achieve the goal or task. If these skills are learned and applied in your daily job as an Administrative assistant, you will stand out and be of great value to your employer.
Works Cited
- Hartley, Darin. Managers Pocket Guide to Workplace Coaching, HRD Press, 2001. ProQuest Ebook Central, https://ebookcentral.proquest.com/lib/gvltec/detail.action?docID=322457. https://www.thebalancecareers.com/administrative-skills-list-2062350
- Hynes, Geraldine E. Get Along, Get It Done, Get Ahead: Interpersonal Communication in the Diverse Workplace, Business Expert Press, 2015. ProQuest Ebook Central, https://ebookcentral.proquest.com/lib/gvltec/detail.action?docID=2059109.
- Kallet, Michael. Think Smarter: Critical Thinking to Improve Problem-Solving and Decision-Making Skills, John Wiley & Sons, Incorporated, 2014. ProQuest Ebook Central, https://ebookcentral.proquest.com/lib/gvltec/detail.action?docID=1656382.
- Kippenberger, Tony. Leadership Styles : Leading 08.04. Capstone, 2002. EBSCOhost, search.ebscohost.com/login.aspx?direct=true&db=nlebk&AN=67243&site=ehost-live&scope=site.
- McIntosh, Perry, et al. Interpersonal Communication Skills in the Workplace. Vol. 2nd ed, AMA Self-Study, 2008. EBSCOhost, search.ebscohost.com/login.aspx?direct=true&db=e000xna&AN=387643&site=ehost-live&scope=site.
- Paige, Piers. Communication Skills for Business Professionals. White Press Academics, 2018. EBSCOhost, search.ebscohost.com/login.aspx?direct=true&db=e000xna&AN=2267915&site=ehost-live&scope=site.
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